Operations Assistant

Job overview

Our management team consists of our Practice Manager, Operations Manager and HR & Quality Manager. They are in need of an assistant to support them in ensuring that the practice runs smoothly, providing excellent care to our community of patients.

There will be a wide variety of tasks to complete, including general administration, record retention and archiving, stock management (clinical and non-clinical items), premises audits, note taking, and data reporting.

In addition to supporting the management team, the Operations Assistant will also support the Care Navigation and Administration teams, for example by regularly spending time on front reception, answering phone calls and electronic communications.

This is a new role so you will have the opportunity to make it your own and suggest other ways in which it can add value to the practice.

There are 25 hours available per week and all hours must be worked on site.

We welcome candidates using AI thoughtfully during the application process, but please ensure it supports your skills and experience rather than replacing them. Be authentic, and let your unique experiences and strengths shine through.

Please note that should this vacancy attract sufficient interest it may be necessary to close the vacancy at an earlier date. We therefore suggest that you apply at an early stage to avoid disappointment.

If you have previously applied for this role, we regret we cannot consider another application for at least six months.

Job description

The Operations Assistant will be supporting the management team by completing some of the fundamental day to day tasks, allowing the managers to focus on more complex and strategic work. This will include:

• Completing administrative work efficiently and to a high standard
• Inspecting the building and facilities for compliance and Health and Safety checks
• Ensuring clinical and non-clinical teams have the resources they need when they need through timely stock management processes.
• Administering meetings (agendas, note taking) so they are effective
• Delivering a professional service to registered patients when receiving and responding to queries received in person, telephone or online
• Reporting from record systems and taking action when needed

An excellent Operations Assistant will be able to:

• Demonstrate a good level of competence in the use of MS Office programmes
• Demonstrate excellent verbal and written communication skills
• Organise and prioritise a busy workload
• Work within and understand the importance of policies and procedures around patient information, data sharing, information governance and confidentiality
• Work well under pressure

• Use their initiative and identify ways to improve processes
• Show flexibility in the tasks they are willing to complete in order support the wider practice team

Job responsibilities

The following are the core responsibilities of the postholder. There may be, on occasion, a requirement to carry out other tasks. This will be dependent upon factors such as workload and staffing levels:

• Undertake a broad spectrum of administrative duties to support the practice management team. This may include, but not be restricted to:

i. Give Site Inductions to new staff members, contractors, locums, and visitors

ii. Archiving and Destruction of paperwork according to the retention schedule

iii. Assist with stock management and rotation for clinical and non-clinical items

iv. Undertake typing, photocopying and administration duties

v. Attend meetings as a note taker as required ensuring that notes are of a high standard.

vi. Running reports from SystmOne as requested and actioning those reports (e.g. calling patients to invite them for an appointment)

• Support with facilities management including workplace inspections, fire checks, premises audits
• Prepare agendas and produce minutes for PPG Meetings
• Support the Care Navigation and Administration teams, by spending time on front reception, answering phone calls and electronic communications, and undertaking administration duties.
• Support the Management Team as required with projects, systems and procedures
• Support the Management Team in the reviewing and updating of practice policies and procedures
• Support the Management Team with Continuous Improvement (CI) and change initiatives
• Manage asset registers as directed by the Management Team

About the organisation

Sixways Clinic is a friendly GP Practice in Cheltenham Spa established over 50 years ago and currently looks after 11,000 registered patients. These are cared for by a multidisciplinary team consisting of around 33 staff; including 6 GP Partners, 2GPs, 2 ANPs, and Nursing, Administration and Care Navigation Teams.

Our Mission Statement:

To deliver an excellent patient-centric service using innovative technology consistent with modern general practice

Our Vision:

To be the leading practice for patient experience and clinical outcomes

Our core values are to be: Caring, Helpful, Supportive, Empathetic and Communicative not only with our patients but also with each other.

Person specification

Experience

Essential

• Experience of working with the general public
• Experience of administrative duties
• Experience of working in an office type environment

Desirable

• Experience of working in a healthcare setting
• Experience of working in a GP Practice

Qualifications

Essential

• A good standard of education with an expectation of having both GCSE Maths and English at Grade C (Level 4) or above, or Functional Skills Level 2 in Maths and English

Desirable

• Business Administration qualification (NVQ) or equivalent

Knowledge and Skills

Essential

• Excellent verbal and written communication skills
• Competent in the use of MS Office and Outlook
• Good organisational skills
• Ability to use own initiative
• Problem solver with the ability to process information accurately and effectively
• Ability to work as a team member and autonomously
• Work to deadlines and prioritise a full workload
• Ability to work to key policies and procedures
• Work well under pressure
• High levels of integrity and confidentiality
• Able to get along with people from all backgrounds and communities, respecting lifestyles and diversity

Desirable

• Clinical IT system user skills (SystmOne preferred)
• Being sensitive and empathetic in distressing situations, demonstrating emotional resilience
• Understand of safeguarding for adults and children

Supporting documents

• Ops Assistant Person Specification (PDF, 485 KB)
• Ops Assistant Job Description (PDF, 566 KB)
• Privacy Notice (DOCX, 149 KB)