Job Introduction
Job title: Administrative Assistant
Location: Home Working - with occasional travel when required
Salary: Up to £28,000.00 depending on experience
Hours: 37.5
Why Join the Operations Team?
The Administrative Assistant keeps the Operations Director and Managing Director organised, prepared and focused on the decisions only they can make. You will run their diaries, capture and circulate meeting minutes, pull together board and leadership presentations, and make sure every action and contact is followed up.
This is a high-trust role. You will handle confidential information, act as a first point of contact for the directors, and represent them professionally to colleagues, clinical teams, partners and external stakeholders.
Help us to deliver great primary care by improving access, outcomes and patient experience.
At Operose Health, we delivery local primary care, at scale. It is our purpose to improve access, outcomes and patient experience. Our colleagues live our values and our empowered to be the best they can be for our patients, and each other – because we CARE.
Caring
We listen and through compassion, understanding and a willingness to keep an open mind, we support and empower people to have a healthier future.
Ambitious
Through determination and our passion for transforming the patient experience, we continue to redefine and revolutionise the future of primary care.
Resourceful
Creative, agile, with a devotion for lifelong learning, we go above and beyond to improve the quality of our services.
Excellence
We strive to do the best we can do and be the best we can be for our patients, employees and NHS partners.
Role Responsibility
As a valued member of the Operose Health team, your key duties will include:
- Director support
- Provide day-to-day administrative support to the three Operations Directors and two Managing Director, anticipating their needs and prioritising their time.
- Act as the first point of contact for the directors, screening calls, emails and requests and handling or redirecting them as appropriate.
- Prepare briefing packs so the directors arrive at every meeting with the papers and background they need.
- Draft correspondence, reports and communications on the directors' behalf.
Meetings and minutes
- Take accurate, concise minutes at leadership, operational and board-level meetings.
- Circulate minutes and action logs promptly, normally within 48 hours.
- Track actions to completion and chase owners ahead of the next meeting.
- Maintain a clear archive of agendas, papers, minutes and decisions.
Deck and report aggregation
- Collect content from department leads for board, leadership and performance packs, chasing contributions against deadlines.
- Consolidate submissions into a single, consistently formatted presentation or report.
- Check packs for accuracy, consistency and brand standards before they reach the directors.
- Manage version control so everyone works from the latest copy.
Diary and meeting management
- Manage complex, fast-moving diaries for both directors, resolving conflicts and protecting focus time.
- Arrange internal and external meetings, including rooms, video links, catering and attendee coordination.
- Book travel and accommodation and prepare itineraries.
- Organise leadership away days, site visits and occasional events.
Follow-up and stakeholder management
- Follow up with internal and external contacts after meetings, keeping momentum on agreed next steps.
- Maintain an up-to-date contact log and track outstanding requests and commitments.
- Build strong working relationships with senior colleagues, clinical and site teams, partners and suppliers.
General administration
- Keep filing and shared drives organised, accurate and secure.
- Process expenses, purchase orders and invoices for the directors' office.
- Handle confidential and sensitive information in line with data protection (UK GDPR) and information governance policies.
- Take on ad hoc projects and duties in line with the role.
The Ideal Candidate
What we look for in new colleagues:
Area | Essential | Desirable |
Experience | Proven experience as an administrative assistant, PA or senior administrator supporting directors or senior managers | Experience in healthcare, NHS or a regulated environment |
Minute-taking | Confident taking accurate minutes at senior meetings | Formal minute-taking training or board secretariat experience |
IT skills | Advanced Microsoft Office: Outlook, Word, Excel, PowerPoint, Teams | SharePoint, project or CRM tools |
Presentations | Able to compile and format multi-contributor decks to a professional standard | Strong design eye for board packs |
Organisation | Excellent organisation and prioritisation across two senior diaries | Experience supporting more than one director |
Communication | Clear, professional written and verbal communication | Drafting correspondence for director sign-off |
Discretion | Handles confidential information with integrity | Knowledge of UK GDPR and information governance |
Qualifications | Good standard of education, including English and Maths at GCSE (or equivalent) | Business administration qualification |
Package Description
How we’ll support you:
- 27 days annual leave plus bank holidays pro rata.
- Access to our bespoke learning management system and annual formative clinical assessments to support competency development.
- The benefits of working with an at scale provider of primary care means that we lots of opportunities for our colleagues to specialise and develop.
- Car benefit scheme – specialising in electric vehicles.
- Cycle to work scheme.
- Travel season ticket loans
- Discount cards.
- Employee wellbeing services including free yoga videos and employee wellbeing app.
About the Company
We provide local primary care, at scale
Operose Health delivers primary care to over 700,000 registered patients, across 82 locations in 16 ICB areas. We have over 250,000 attendances at our urgent care centres and support some of the most vulnerable people through our specialist GP surgeries.
Our clinical model of localised delivery allows services to concentrate on local health needs, priorities and connections - whilst benefitting from the regional and centralised support that scale provides.
We transform communities and reduce heath inequality
Our patients are our partners and we are committed to empowering and supporting them to lead healthier lives. We use patient feedback, our innovative data systems and scale to adapt services to meet local need, reduce health care inequality and drive integration within our neighbourhoods.
We have a unique offering in the NHS
Through our reach, innovative data systems, scale and determination, we have the capability and insight to support the NHS with access and delivery challenges.
We care
We care about our patients, our people, our communities and neighbourhoods, and the future of primary care. We are led by our values and are a trusted provider in the NHS.
