About this role
Job summary
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.
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
Main duties of the job
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 standardInspecting the building and facilities for compliance and Health and Safety checksEnsuring 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 effectiveDelivering a professional service to registered patients when receiving and responding to queries received in person, telephone or onlineReporting from record systems and taking action when neededAn excellent Operations Assistant will be able to:
Demonstrate a good level of competence in the use of MS Office programmesDemonstrate excellent verbal and written communication skillsOrganise and prioritise a busy workloadWork within and understand the importance of policies and procedures around patient information, data sharing, information governance and confidentialityWork well under pressure
Use their initiative and identify ways to improve processesShow flexibility in the tasks they are willing to complete in order support the wider practice team
About us
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.
Job description 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 auditsPrepare agendas and produce minutes for PPG MeetingsSupport 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 proceduresSupport the Management Team in the reviewing and updating of practice policies and proceduresSupport the Management Team with Continuous Improvement (CI) and change initiativesManage asset registers as directed by the Management Team
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
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.
Employer details Employer name Sixways
Address London Road
Cheltenham
Gloucestershire
GL52 6HS
United Kingdom
Employer's website https://www.sixwaysclinic.co.uk/ (Opens in a new tab)