Reporting to the Operations Manager, the Operations Assistant will play a crucial role in supporting the smooth running of Vertis Healths 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.
Main duties of the job
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 theorganisation.
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 cross referencing invoices and rotas as required.
About us
Were a GP federation in Worcestershire with bold ambitions. Alongside supporting our PrimaryCare 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, weve been trusted by over 600,000 patients in Worcestershire to delivergreat care across a range of NHS commissioned projects - while helping GP practices and PCNsstreamline their workloads and, crucially, be able to dedicate more of their valuable time to patientcare
Job responsibilities
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 officeadministration as required.
Monitor and manage patients on clinical systems including EMIS Web, ERS, Semble andothers to ensure effective service delivery, following the appropriate pathways andprotocols for each.
Maintain accurate records and complete data entry tasks for operational activities, ensuringcompliance 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 cross referencing 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 formanagement, helping track service performance and key performance indicators (KPIs).
Support procurement processes, managing supplies and liaising with suppliers wherenecessary.
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.
Person Specification
Experience
* 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.
* 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.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
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