About Us
We’re a GP federation in Worcestershire with bold ambitions. Alongside supporting our Primary
Care Networks, we operate a range of services that help to keep NHS spending within the NHS -
and generate revenue that can be reinvested back into Primary Care.
Over the last 10 years, we’ve been trusted by over 600,000 patients in Worcestershire to deliver
great care across a range of NHS commissioned projects - while helping GP practices and PCNs
streamline their workloads and, crucially, be able to dedicate more of their valuable time to patient
care.
Role Purpose
Reporting to the Operations Manager, the Operations Assistant will play a crucial role in supporting
the smooth running of Vertis Health’s commissioned and private services. The role will focus on
administration, compliance, and data management, ensuring that operational teams are well supported in delivering high-quality patient care.
As a key point of contact within the operations team, the postholder will be responsible for handling
essential administrative tasks, updating records, and assisting in the coordination of services.
Strong attention to detail, organisational skills, and the ability to manage multiple priorities will be
essential.
Your key relationships will include the Operations Manager, who will provide guidance and
oversight, and the wider operational and clinical teams, whom you will support in the delivery of
services.
Key Responsibilities
In this role, the Operations Assistant will be expected to:
Operations Assistant – Role Specification 2
• Provide all aspects of administrative support to the Operations Manager and wider team,
and keep them informed of progress.
• Work to deadlines and respond in a flexible way to the changing demands of the
organisation.
• Attend and participate in team and one-to-one meetings, training courses, and appraisals
punctually and well prepared, as appropriate and when required.
• Ensure telephones are managed and answered in a timely manner and act as a point of
contact for all enquiries, ensuring that customers are responded to promptly and
professionally.
• Handle communication with internal and external stakeholders (including locum GPs,
practice staff, patients etc) via email and other methods, ensuring timely responses to
queries and requests.
• Support with the running of the Crabbs Cross office, handling general duties and office
administration as required.
• Monitor and manage patients on clinical systems including EMIS Web, ERS, Semble and
others to ensure effective service delivery, following the appropriate pathways and
protocols for each.
• Maintain accurate records and complete data entry tasks for operational activities, ensuring
compliance with NHS, CQC, and contractual requirements.
• Assist in service scheduling and workforce coordination using Lantum or other scheduling
software, ensuring shifts and service coverage are effectively planned, and crossreferencing invoices and rotas as required.
• On board all new self-employed staff ensuring all documentation is correct, in date and all
IT accesses have been granted.
• Where needed, support with the preparation of reports and data summaries for
management, helping track service performance and key performance indicators (KPIs).
• Support procurement processes, managing supplies and liaising with suppliers where
necessary.
• Work collaboratively with other departments, such as HR and Finance, to ensure smooth
coordination of operations.
• Support internal meetings, preparing agendas, taking minutes, and following up on action
points as requested.
• Help coordinate marketing and communications activities, working with the
Communications team to support service promotion and engagement.
• Ensure a high level of confidentiality and data security when handling sensitive patient and
organisational information.
• Stay on top of your eLearning modules and raise opportunities for further training or CPD
with your Line Manager when you feel they are relevant to your role.
Due to the nature of this role, there will naturally be other requirements, which will be identified in
agreement with the Operations Manager; the above, however, provides an overview of the core
responsibilities that form the primary remit of this role.
Person Specification
The Operations Assistant should be:
• Highly organised, with strong administrative and coordination skills.
• Detail-oriented, able to maintain accuracy and compliance in documentation.
• An effective communicator, able to liaise professionally with internal teams and external
partners.
Operations Assistant – Role Specification 3
• Proactive and adaptable, able to manage changing priorities and work efficiently under
pressure.
• Tech-savvy, comfortable using Microsoft Office, data systems, and other digital tools.
• Collaborative, able to work well within a team and support wider operational goals.
• Committed to confidentiality and compliance, ensuring patient and organisational data is
handled responsibly.