About this role
Job summary
The Unplanned Care Leadership team consists of a Deputy Chief Operating Officer, Clinical Director and Nurse Director forming a triumvirate that manages the Unplanned Care Groups (E, F, G, H & J). The role of the Operations Assistant is vital to aligning priorities of the triumvirate and supporting organised team working to support the effective running of the Unplanned Care leadership Triumvirate.
Key parts of the role - You will:
Support the Unplanned Care Leadership Team with day to day coordination, diary management, meeting planning, and preparation for key forums. Managing governance and documentation processes - You will decide how best to track actions, structure minutes, or organise documentation to ensure compliance with Trust governance requirements. This includes choosing the most efficient digital tools and methods to maintain accurate, timely records. Prioritising leadership workload and diary commitments - You will regularly decide how to sequence or reorganise meetings when urgent issues arise. Champion digital tools, to be adaptable and proactively explore the adoption of technology to streamline working practices. Determining how to handle incoming enquiries - you must make informed decisions on interception and appropriateness of redirecting calls, especially when the Triumvirate is unavailable. Support projects and reporting, helping to collate information, prepare papers, and streamline communication and data flows.
Main duties of the job
The strongest candidates will be:
? Proactive and adaptableThe post holder is supported, rather than managed, so you'll need initiative, problem solving ability, and confidence working in a pressured environment.
? A confident communicatorYou'll write minutes, prepare reports, liaise with senior leaders, and handle enquiries professionally. The role requires exemplary written and verbal communication skills.
? Highly organisedYou'll need to manage multiple diaries, competing deadlines, and shifting priorities independently.
? Discreet and professionalYou'll handle sensitive information daily, including HR matters, governance papers, and confidential correspondence.
? Digitally capableYou'll use MS Office, Teams, digital scheduling tools, and be expected to embrace new technologies such as Co pilot. The role requires advanced knowledge of MS Office software and being familiar and adept with digital collaboration tools.
As an Operations Assistant, you'll play a key part in supporting our Unplanned Care Leadership Team--planning meetings, keeping track of actions, coordinating recruitment and workforce processes, and ensuring information flows smoothly across the department. and you'll be trusted to use your initiative and judgment to keep things moving.
This is a role for someone who enjoys being at the heart of organisational activity - coordinating people, information, meetings, and processes so that senior leaders can focus on strategic and clinical 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
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 of meeting and project coordination
Skills Essential
Exemplary written and verbal communication skills. 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 Demonstrates initiative and a proactive approach to problem solving. Confident interacting with varied personnel, at all levels of the organisation.
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.
Certificate of Sponsorship 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).
Employer details Employer name Norfolk and Norwich University Hospital
Address Norfolk & Norwich University Hospital
Colney Lane
Norwich
NR4 7UY
United Kingdom
Employer's website https://www.nnuh.nhs.uk/ (Opens in a new tab)