Job summary
We are looking for a proactive and highly organised Operations Assistant to join our Care Group Leadership Team, playing a key role in supporting the smooth running of our services. This is an exciting opportunity for someone who thrives in a fast paced environment, enjoys using digital tools to improve processes, and wants to make a meaningful contribution to patient focused care behind the scenes.
You will be part of a friendly, supportive and collaborative team that values professionalism, integrity, and mutual respect. Every day is different, and you will work closely with senior leaders, helping to co ordinate meetings, manage information, support recruitment and workforce processes, and ensure that our governance and communication systems run efficiently. Your work will directly influence the quality and effectiveness of our Care Group's operations.
We are looking for someone who brings energy, initiative and excellent communication skills, with the confidence to build strong working relationships across the Trust. If you are digitally confident, enjoy organising complex tasks, and are passionate about contributing to a positive, inclusive and high performing team, we would love to hear from you.
Main duties of the job
The Operations Assistant provides high quality administrative and organisational support to the Care Group Leadership Team, ensuring the smooth running of day to day operations. The post holder will co ordinate complex diaries, schedule and support key meetings, prepare agendas and minutes, and track actions to completion.
They will manage confidential information, maintain accurate records, support recruitment and appraisal processes, and oversee sickness, roster and annual leave systems for the Care Group. The role also includes supporting leadership led projects, producing documentation for reports and dashboards, and helping streamline communication and governance processes.
The successful candidate will be highly organised, proactive and digitally confident, with strong communication skills and the ability to build positive working relationships. They will demonstrate initiative, attention to detail, and the flexibility to adapt to changing priorities.
About us
Join us at the Norfolk and Norwich University Hospital and be part of a workforce of over 10,000 staff!
The NNUH is one of the largest NHS trusts in the UK, providing first-class acute care for around one million people, living in Norfolk and surrounding areas. We are a teaching and research hospital, at the forefront of innovation, home to state-of-the-art facilities, such as the Quadram Institute. We are pleased to work closely with the University of East Anglia, providing teaching opportunities for our staff and placement opportunities for their students. We attract some of the best and leading professionals from across the country and are proud that our workforce represents 94 countries from across the world.
We are a friendly, collaborative hospital, working with local services and home to N&N Hospitals Charity.
We can offer you the full range of NHS benefits/discounts and in addition:
- Flexible working hours
- Fast Track Staff Physiotherapy Service
- Multi Faith prayer room at NNUH Colney Lane site
- Discounted gym memberships
- Excellent pension scheme and annual leave entitlement
- Wagestream - access up to 40% of your pay as you earn it
- Free Park & Ride service direct to NNUH Colney Lane site
- Free 24-hours confidential counselling support
- On-site Nursery at NNUH Colney Lane
- On-site cafes offering staff discounts at NNUH Colney Lane
- Support in career development
- Flexible staff bank
- Salary Sacrifice schemes including lease cars, Cycle to Work scheme and home electronics
Job description
Job responsibilities
- Provide day-to-day executive and administrative support to the Care Group Leadership Team (CGLT), ensuring the smooth running of leadership operations.
- Utilising digital technologies, co-ordinate internal and external meetings including scheduling, agenda planning, minute-taking, and action tracking.
- To organise and plan complex diary and commitments, including all travelling and accommodation arrangements as necessary.
- Support preparation for key forums such as operational delivery meetings, executive walkarounds, and performance reviews.
- Effectively prioritise own workload, according to the changing needs of the CGLT. The postholder is supported, rather than managed.
- Maintain accurate records of decisions and follow-up actions from Care Group meetings and ensure timely progress updates.
- Organise and manage effective, accurate and up-to-date office systems and procedures, ensuring compliance with NHS guidelines, making use of technology, aiming to achieve a paperless office and with assistance of Co-pilot and any further digital tools.
- To manage the Care Group employment contact details, ensuring that ESR documentation is collated, tracked and sent to the appropriate departments.
- Establish policies and maintain system to monitor Sickness/Absence for the Care Group teams. To include receipt of sickness certificates, ESR sickness forms, maintenance of records detailing individual staff members absence.
- Serve as a point of contact for the Care Group Leadership Team, managing communications in a professional, courteous and responsive manner.
- Foster strong relationships across clinical and non-clinical departments, promoting a culture of collaboration and accountability.
Please see the attached job description for full details.
Please note that this advertised position, which is part of occupation code 4159 does not meet the UKVI eligibility requirements for a Skilled Worker Visa (this includes if you are already in a sponsored post and looking to change employer). The Trust would not be able to issue a Certificate of Sponsorship for this role
Job description
Job responsibilities
- Provide day-to-day executive and administrative support to the Care Group Leadership Team (CGLT), ensuring the smooth running of leadership operations.
- Utilising digital technologies, co-ordinate internal and external meetings including scheduling, agenda planning, minute-taking, and action tracking.
- To organise and plan complex diary and commitments, including all travelling and accommodation arrangements as necessary.
- Support preparation for key forums such as operational delivery meetings, executive walkarounds, and performance reviews.
- Effectively prioritise own workload, according to the changing needs of the CGLT. The postholder is supported, rather than managed.
- Maintain accurate records of decisions and follow-up actions from Care Group meetings and ensure timely progress updates.
- Organise and manage effective, accurate and up-to-date office systems and procedures, ensuring compliance with NHS guidelines, making use of technology, aiming to achieve a paperless office and with assistance of Co-pilot and any further digital tools.
- To manage the Care Group employment contact details, ensuring that ESR documentation is collated, tracked and sent to the appropriate departments.
- Establish policies and maintain system to monitor Sickness/Absence for the Care Group teams. To include receipt of sickness certificates, ESR sickness forms, maintenance of records detailing individual staff members absence.
- Serve as a point of contact for the Care Group Leadership Team, managing communications in a professional, courteous and responsive manner.
- Foster strong relationships across clinical and non-clinical departments, promoting a culture of collaboration and accountability.
Please see the attached job description for full details.
Please note that this advertised position, which is part of occupation code 4159 does not meet the UKVI eligibility requirements for a Skilled Worker Visa (this includes if you are already in a sponsored post and looking to change employer). The Trust would not be able to issue a Certificate of Sponsorship for this role
Person Specification
Qualifications
Essential
- RSA 3 or equivalent advanced knowledge of MS Office software including Word, Outlook, Electronic scheduling, Databases / Spreadsheets, PowerPoint, Microsoft teams and Co-pilot
Experience
Essential
- Experience supporting senior managers / executives in a large organisation.
- Experience of meeting and project coordination
Skills
Essential
- Exemplary written and verbal communication skills.
- Ability to analyse and summarise complex information clearly, and for a range of audience.
- Strong organisational skills with ability to prioritise workload independently and effectively.
Attitude, aptitude
Essential
- Effective role model, demonstrating NNUH's PRIDE values of People focussed, Respect, Integrity, Dedication and Excellence
- Demonstrates understanding and commitment to Equality, Diversity and Inclusion
Person Specification
Qualifications
Essential
- RSA 3 or equivalent advanced knowledge of MS Office software including Word, Outlook, Electronic scheduling, Databases / Spreadsheets, PowerPoint, Microsoft teams and Co-pilot
Experience
Essential
- Experience supporting senior managers / executives in a large organisation.
- Experience of meeting and project coordination
Skills
Essential
- Exemplary written and verbal communication skills.
- Ability to analyse and summarise complex information clearly, and for a range of audience.
- Strong organisational skills with ability to prioritise workload independently and effectively.
Attitude, aptitude
Essential
- Effective role model, demonstrating NNUH's PRIDE values of People focussed, Respect, Integrity, Dedication and Excellence
- Demonstrates understanding and commitment to Equality, Diversity and Inclusion
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
