Operations Support Assistant

Operations Support Assistant

Location:Newry, County DownStarting Salary:£26,000 per annum (pro rata for part-time)Contract:PermanentWorking Pattern:Full-time or Part-time (flexible hours for part-time)

Headline Summary

We are looking for an organised and proactive Operations Support Assistant to join our growing Occupational Health team.

The role will provide practical support across the day-to-day operation of the business, including operational coordination, systems, process development, project activity and associated administrative duties.

This is a varied role which will involve working across different areas of the organisation and supporting the Operations Manager and wider team to ensure that day-to-day activities, projects and agreed actions are progressed effectively.

The role would suit someone who enjoys being organised, taking ownership of tasks and working across different areas of a business. The successful candidate will be comfortable managing competing priorities, using initiative and contributing to the continued development of efficient working practices.

Flexible part-time hours are available to accommodate candidates with family or other commitments.

About the Organisation

The Occupational Health Team Ltd, established in 2013 and based in Newry, County Down, has grown into a trusted provider of comprehensive occupational health services across Northern Ireland and the Republic of Ireland. We provide services to a wide range of industries, including manufacturing, engineering, construction, food, and pharmaceutical sectors.

Our clinical and operational teams work closely together to ensure safe, compliant and high-quality occupational health services for all clients.

As the organisation continues to develop, we are strengthening our operational support functions and are looking for an individual who can contribute to the effective organisation, coordination and ongoing improvement of our services.

The Role

The Operations Support Assistant will work closely with the Operations Manager and wider team, providing practical support across a range of operational activities.

The role will have a particular focus on coordinating operational tasks, supporting systems and processes, assisting with projects and ensuring that agreed actions are progressed and completed effectively.

As part of a small and busy organisation, the role will also include a range of associated administrative duties which contribute to the smooth running of the office and occupational health service.

The successful candidate will be organised, adaptable and comfortable taking ownership of tasks from start to finish. They will have good attention to detail, communicate effectively and be able to identify when an issue needs to be addressed or escalated.

Key Responsibilities

Operational Support

• Provide practical operational support to the Operations Manager and wider team across a range of business activities.
• Assist with the coordination and monitoring of operational processes and workflows.
• Monitor outstanding actions and follow up as appropriate to ensure tasks are progressed and completed.
• Assist with the organisation and coordination of clinics and other service activities.
• Support the implementation of new processes, systems and working practices.
• Assist with maintaining consistent and effective operational procedures.
• Identify practical issues affecting day-to-day operations and bring these to the attention of the appropriate person.
• Provide support during periods of increased operational activity or service development.

Projects and Process Development

• Assist with specific operational projects and implementation activities.
• Support the introduction, development and review of operational and administrative processes.
• Gather, organise and maintain information required for operational reviews and projects.
• Assist with preparing information, documents and reports for operational meetings and reviews.
• Maintain project-related actions, records and documentation where required.
• Assist in identifying practical opportunities to improve efficiency, organisation and consistency.
• Support the implementation of agreed improvements and monitor outstanding actions.

Systems and Information

• Support the effective use and development of office, operational and clinical systems.
• Maintain accurate and up-to-date information across relevant systems.
• Undertake data entry and information management accurately and efficiently.
• Assist with the organisation, maintenance and retrieval of electronic and paper-based records.
• Support the preparation of spreadsheets, reports and other operational information.
• Use Microsoft Office and Google Workspace applications as required.
• Assist with the organisation and maintenance of operational information and documentation.

Compliance and Confidentiality

• Maintain confidentiality when handling client, employee and business information.
• Comply with GDPR, data protection requirements and company policies.
• Ensure information is recorded, stored and handled appropriately.
• Participate in relevant training and development.

Team Support

• Work collaboratively with the Operations Manager to provide support to clinical, operational and administrative colleagues.
• Provide practical support to colleagues where required.
• Take responsibility for allocated tasks and follow them through to completion.
• Undertake other reasonable operational and administrative duties consistent with the role.

Essential Criteria

Applicants must demonstrate that they meet the following criteria by the closing date:

1. At least two years proven experience in an administrative, operational, office or business support role.
2. Strong organisational and time-management skills, with the ability to manage competing priorities.
3. Good attention to detail and a methodical approach to work.
4. Good written and verbal communication skills.
5. Proficient in Microsoft Office, including Word, Excel and Outlook.
6. Ability to work independently, take ownership of tasks and use initiative.
7. Ability to work effectively as part of a small team and adapt to changing priorities.
8. Knowledge and understanding of GDPR and the importance of confidentiality when handling sensitive information.
9. Minimum of five GCSEs at AC grade including English, or equivalent administrative qualification.

Desirable Criteria

• Experience in healthcare, occupational health or another regulated environment.
• Experience supporting operational projects or process improvement.
• Experience working with business, healthcare or client management systems.
• Experience coordinating activities, appointments, diaries or schedules.
• Experience producing spreadsheets, reports or operational information.
• Experience with invoicing or basic financial administration.
• Experience supporting the introduction or implementation of new systems or processes.

Applicants with relevant healthcare, administrative or operational experience are strongly encouraged to apply.

Professional Support and Development

We are committed to supporting the professional development of our staff.

Support may include:

• Continuing professional development and training opportunities.
• Guidance and supervision within the role.
• Exposure to occupational health systems and service delivery.
• Experience across a range of operational and administrative functions.
• Opportunities to become involved in operational projects and process improvement.
• Training relevant to the requirements of the role and the development of the service.

Additional Information

The company reserves the right to apply desirable criteria and/or enhance shortlisting criteria where a high volume of applications is received.

Applicants must have the legal right to work in the United Kingdom at the time of application.

Candidates with a disability who require assistance during the recruitment process will be facilitated upon request.

Closing Date:To be confirmed

Applications will be considered once the position is advertised. Early applications are encouraged, as candidates may be reviewed and interviewed as they are received.

How to Apply

Applicants should submit a CV by clicking in the apply button below.

Contract Details

Job Types: Full-time, Part-time, PermanentWork Location: Newry office (in person) Working Hours: MondayFriday office hours, flexible part-time hours considered

WHJS1_NI

…