Job summary
The Operations Assistant
supports the smooth day-to-day back-office operations for both Southport and
Formby GP Federation (SAFH) and Southport and Formby Primary Care Network (PCN).
We moved to new premises in Southport Business Park in early 2024 following a period of growth and now require a person who is enthusiastic and personable to assist in both the day to day operations of the new premises and as an admin support to the Leadership Team. No two days will be the same and we are looking for someone who enjoys a diversified role and is adaptable and organised. A friendly personality with a hands-on approach is paramount to this role.
The role is advertised as full-time, 37.50 hours, Monday to Friday, 8.30am-4.30pm.
If you have any questions regarding the role please contact Louise Sproat on louise.sproat1@nhs.net.
Interviews will be held on Wednesday 20th August.
We look forward to receiving your application!
Main duties of the job
This role is a support role to the Leadership team of Southport and Formby Health and Southport and Formby Primary Care Network.
Duties are included in the following areas:
- Reception & communication - welcoming visitors, managing generic emails, incoming and outgoing post, dealing with incoming telephone calls
- Training & Meeting Rooms - support the Training Hub Manager in managing the training room, boardroom and small meeting room with bookings, meetings and providing equipment and refreshments
- Asset Management - managing stock and maintenance of IT equipment
- Supporting the Leadership Team to organise building maintenance and repairs as and when necessary by the appropriate contractor
- Manage stockroom supplies, bathroom and kitchen sundry items
- Generally support the Leadership Team in the organisation of workforce events and external bookings
- Provide ad-hoc administration support to the wider teams.
About us
We are a GP owned company created to enhance the delivery of healthcare services to people living in Southport and Formby. Our member practices share resources to ensure that the services we offer are the best they can be and we work collaboratively with Southport and Formby Primary Care Network (PCN).
We currently offer a number of services, all of which have been created to enhance the delivery of healthcare services to the people of Southport and Formby. From providing extended hours GP access and a Community Cardiology Service, to training opportunities for healthcare professionals, we are constantly developing to ensure we are providing the best services for our local community.
We are looking for a friendly and adaptable person who would like to join our growing team and assist us in the day to day operations of Southport and Formby Health and Southport and Formby PCN.
"I have a great sense of pride working for Southport and Formby Health, it is a fantastic place to work and I can't recommend it highly enough. The working environment is supportive and positive, everyone working together as a team." - Nicola Ball, Governance Officer
Job description
Job responsibilities
A list of main
tasks and duties are outlined below but are not exhaustive due to the evolving
nature of this role and the associated services.
Reception
-
Reception duties
-
Answering the
front door intercom
-
Welcoming
visitors, signing in/out & providing refreshments
-
Support staff
& visitor car parking management
Communications- Management
of incoming and outgoing postage
- Answering
generic phone line & pass on messages
- Management
of generic email inbox
- Be a
champion of our intranet system, TeamNet, and support colleagues to use it
effectively
Training & Meeting Room management- Support the
Training Hub Manager to manage the Training Room
- Support the
Training Hub Manager and HR Manager with PLT events and Well-being
activities
- Manage
bookings of the 3x meeting rooms (Training Room, Boardroom & small
meeting room)
- Setting up
the 3x meeting rooms for different meetings as required
- Become a
leading user of Meeting Room AV equipment and provide tech support to room
users as needed
- Providing
refreshments for meetings when appropriate
- Tidying up
the rooms after meetings
- Management
of meeting room, kitchen and stationery supplies such as flipchart paper,
etc
Asset Management & IT- Keep the
Asset Register up-to-date and undertake routine asset register spot
checks/full audits
- Manage the
shared laptop stock & undertake maintenance to keep them in good
working order
- Manage the
signing in/out of generic laptops
- Manage stock
of replacement basic office equipment (such as keyboards and headsets) and
issue to staff if replacements are needed
Buildings Maintenance- First point
of contact for building maintenance queries, including liaison with
Landlord, cleaning staff and contractors
- Provide
support with office facilities maintenance such as waste management,
printer maintenance, or contact with phone service provider
- Support the
Governance Officer with routine checks and audits at both our main office
situated on Wight Moss Way and our second site in Birkdale and keep
records as needed, such as drinking water machine checks
- Organise
routine planned maintenance, as well as unplanned maintenance/repairs as
needed with appropriate contractors
- Manage
office stock of consumables such as stationery, cleaning products,
bathroom supplies and kitchen supplies
Supporting both the Operations & HR Manager
- Support the
implementation of relevant buildings and facilities policies and
procedures
- Assist with
the organisation of events and any external bookings
- Carry out
basic primary care reception duties which will include using GP Clinical
Software, Emis, on ad-hoc occasions to cover periods of absence (all
training will be provided)
- Ad-hoc
administration support to the PCN Operation Manager as required
Job description
Job responsibilities
A list of main
tasks and duties are outlined below but are not exhaustive due to the evolving
nature of this role and the associated services.
Reception
-
Reception duties
-
Answering the
front door intercom
-
Welcoming
visitors, signing in/out & providing refreshments
-
Support staff
& visitor car parking management
Communications- Management
of incoming and outgoing postage
- Answering
generic phone line & pass on messages
- Management
of generic email inbox
- Be a
champion of our intranet system, TeamNet, and support colleagues to use it
effectively
Training & Meeting Room management- Support the
Training Hub Manager to manage the Training Room
- Support the
Training Hub Manager and HR Manager with PLT events and Well-being
activities
- Manage
bookings of the 3x meeting rooms (Training Room, Boardroom & small
meeting room)
- Setting up
the 3x meeting rooms for different meetings as required
- Become a
leading user of Meeting Room AV equipment and provide tech support to room
users as needed
- Providing
refreshments for meetings when appropriate
- Tidying up
the rooms after meetings
- Management
of meeting room, kitchen and stationery supplies such as flipchart paper,
etc
Asset Management & IT- Keep the
Asset Register up-to-date and undertake routine asset register spot
checks/full audits
- Manage the
shared laptop stock & undertake maintenance to keep them in good
working order
- Manage the
signing in/out of generic laptops
- Manage stock
of replacement basic office equipment (such as keyboards and headsets) and
issue to staff if replacements are needed
Buildings Maintenance- First point
of contact for building maintenance queries, including liaison with
Landlord, cleaning staff and contractors
- Provide
support with office facilities maintenance such as waste management,
printer maintenance, or contact with phone service provider
- Support the
Governance Officer with routine checks and audits at both our main office
situated on Wight Moss Way and our second site in Birkdale and keep
records as needed, such as drinking water machine checks
- Organise
routine planned maintenance, as well as unplanned maintenance/repairs as
needed with appropriate contractors
- Manage
office stock of consumables such as stationery, cleaning products,
bathroom supplies and kitchen supplies
Supporting both the Operations & HR Manager
- Support the
implementation of relevant buildings and facilities policies and
procedures
- Assist with
the organisation of events and any external bookings
- Carry out
basic primary care reception duties which will include using GP Clinical
Software, Emis, on ad-hoc occasions to cover periods of absence (all
training will be provided)
- Ad-hoc
administration support to the PCN Operation Manager as required
Person Specification
Personal Qualities
Essential
- Be able to prioritise work and complete essential actions
- Deal with demands and remain calm under pressure
- Be able to work well in a team
- Manager own workload without direct supervision and use own initiative
- Have own transport to travel between two business sites in Southport and Birkdale
- DBS check
Experience
Essential
- Possess good computer and typing skills or relevant on the job experience
- Previous experience of handling confidential information
- Good typing skills
- Excellent written and verbal communication
- Excellent customer service and interpersonal skills
- Ability to use own judgement and common sense
Desirable
- Experience of working in a healthcare setting
- Experience of handling confidential information
Qualifications
Essential
- Good Standard of general education
- Maths and English at Grade C GCSE or equivalent
Person Specification
Personal Qualities
Essential
- Be able to prioritise work and complete essential actions
- Deal with demands and remain calm under pressure
- Be able to work well in a team
- Manager own workload without direct supervision and use own initiative
- Have own transport to travel between two business sites in Southport and Birkdale
- DBS check
Experience
Essential
- Possess good computer and typing skills or relevant on the job experience
- Previous experience of handling confidential information
- Good typing skills
- Excellent written and verbal communication
- Excellent customer service and interpersonal skills
- Ability to use own judgement and common sense
Desirable
- Experience of working in a healthcare setting
- Experience of handling confidential information
Qualifications
Essential
- Good Standard of general education
- Maths and English at Grade C GCSE or equivalent
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.
