Operations Assistant

Job summary

Fixed term contract/ secondment opportunity to April 2027* The Operations Assistant to Care Group F provides a vital and professional coordination function to support the effective running of the Care Group and associated leadership team.

The role requires a dynamic and highly organised individual who can manage complex and confidential information, support governance processes, and foster effective communication between senior leaders, internal, and external stakeholders.

Acting as a trusted support partner to the Care Group Leadership Team, the post holder will manage meeting logistics, produce high-quality documentation, track key actions and decisions, oversee recruitment processes and provide project coordination support across a wide range of strategic and operational priorities. *If you are considering applying for this post on a secondment basis, please discuss with your Line Manager prior to applying to ascertain whether this could be supported.

Full time: 37.5 hours per week Interview date: to be confirmed. Main duties of the job Leadership Support & Coordination; providing day-to-day executive and administrative support to the Care Group Leadership Team (CGLT), involving complex diary management, co-ordinating meetings, agenda planning, minute-taking and action tracking.

Governance & Assurance; maintain accurate records of decisions and follow-up actions from Care Group meetings, act as liaison between the CGLT and Trust governance, performance, and quality teams to support delivery of assurance requirements and organise and manage effective, accurate and up-to-date office systems and procedures.

Workforce; manage the Care Group employment contact details with the correct ESRS, establish and maintain systems to monitor sickness/absence/annual leave entitlements/appraisals for the Care Group teams, manage the Care Group Health Rosters, inclusive of allocating staff work patterns, annual leave, sickness, maternity, retirement, new starters and leavers, responsible for the recruitment procedure and the co-ordination of interviews.

Project & Information Management; co-ordinate leadership-led projects, collating, analysing and summarising information for Board reports, dashboards, and briefings, produce agendas, papers, and minutes.

Stakeholder Engagement; serve as a point of contact for the CGLT, managing communications in person, by telephone and e-mail in a professional, courteous and responsive manner, fostering strong relationships across departments, promoting a culture of collaboration.

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. Please view the attached job description for full details of the role, and use your supporting statement to confirm how you meet the essential and desirable criteria on the job specification.

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. The Trust would not be able to issue a Certificate of Sponsorship for this role

Person Specification

Qualifications Essential RSA Level 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.

Experience of preparation of reports and minute-taking, together with setting agendas and distribution of associated papers. 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 Confident interacting with varied personnel, at all levels of the organisation.

Flexible and adaptable - working well within a pressured environment.

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) .