Job summary
Please note that this is a part-time (12 hours per week) fixed term post until 1st May 2027, with the possibility of extension, subject to funding. Location of the role will be hybrid remote, with travel to our head office in Redditch (B97 5JX) and other locations as required.
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 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
About us
Vertis Health is a fast-growing provider
of community-based healthcare services to NHS patients within South Worcestershire.
The organisation utilises the excellent clinical expertise that already resides
within the local NHS environment and harnesses it with efficient administration
pathways to provide patients with more convenient and accessible services. We
hope that by doing this we will not only deliver pathway improvements to
patients but also go some way to relieving the growing volume pressures that
are being experienced within local hospitals and GP practices.
Job description
Job responsibilities
Please see attached job decription for full details of the role.
In this role, the Operations Assistant will be
expected to:
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.
Job description
Job responsibilities
Please see attached job decription for full details of the role.
In this role, the Operations Assistant will be
expected to:
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
Qualifications
Essential
- 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.
- 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.
Person Specification
Qualifications
Essential
- 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.
- 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.
