Operations Assistant

Job location
Job type
Permanent - Full-Time
up to £40k
Job description

Operations Assistant

A new role for an Operations Assistant offering the successful candidate the opportunity to work in a new medical and research clinic focussed on integrative preventative medicine and the science of ageing. The role would be supporting a leading team of scientists, doctors and health professionals, as well as management. No prior experience in a medical setting required: we are looking for people from different backgrounds who can demonstrate great organisational, administrative and management skills and are willing to adapt and learn.

Brief Outline

Role: Operations Assistant

Reporting to: COO and Operations Manager

Salary: £30,000-40,000 dependent on experience

Contract: Permanent

Working hours: Full Time 9.00-5.30; Occasional work outside of hours

The company is a novel private health service and research clinic bringing together a leading team of physicians, health professionals and scientists. Our mission is to advance the latest discoveries from the research on ageing to enable people to achieve their full potential and enjoy the second half of their life even more than the first.

Within this role you will be called upon to support the Operations Manager in supporting the smooth and effective operations of our Client Service and Multi-disciplinary Teams (MDT) in the delivery of a five-star service to our clients. Your work will act as a bridge between our other teams and underpin their work. You will provide them with all of the tools and information that they need to carry out their roles, ensuring that all tasks are completed and followed up, medical appointments and treatments are booked, and that we never let our clients be disappointed.

While it is not essential that the successful candidate has worked in the medical field previously, they should show experience and proficiency in all the following areas:

  • Excellent communication skills - both verbal and written
  • A willingness to learn and become familiar with medical process, terminology, and an understanding of the framework of the healthcare environment
  • Ability to work with and contribute to administrative processes, making recommendations for improvements
  • Confidence with all in-office-use IT packages and an ability and willingness to learn and adapt to new systems and software including those tailored specifically to meet the needs of the medical community
  • An ability to take initiative and work under pressure while keeping composure and able to multitask and prioritise in a busy environment balancing the competing needs of clients and a clinical team
  • Possess an 'all hands-on deck' attitude, understanding that as part of a new and young organisation, that a degree of flexibility may always be required
  • Strict attention to detail and uncompromising standards around confidentiality
  • An interest in the field of medicine, health, and wellbeing

The responsibilities of the successful candidate would include:

  • Operating a highly organised filing and admin system, recommending improvements where you see opportunities
  • Ensuring all documents and emails are confidentially stored
  • Organising couriers, including overseas, for test samples
  • Liaising with our external test providers to ensure client tests are all taken and processed as required
  • Minuting/notetaking of medical and other inhouse meetings
  • Transcribing doctors' notes if required
  • Developing and maintaining strong working relationships with the team
  • Developing a familiarity with applicable rules, regulations, policies, and guidelines that impact the medical services area
  • Issuing client invoices and monitoring payment status
  • Coordinating the medical team diaries and consultation room availability to schedule client tests and consultations
  • Uploading and filing highly confidential client documentation and test results from external clinics
  • Organising the delivery of medical devices to our client base


Date Posted: 17/06/2022

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