Operations Assistant

The management team at Sixways Clinic consists of our Practice Manager, Operations Manager and HR & Quality Manager. They are in need of 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 ideally we are looking for someone to be in the surgery across all 5 days, Monday to Friday.

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., 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, 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 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 supp