Operations Team Assistant in Great Yarmouth

East Norfolk Medical Practice is offering an exciting opportunity for an analytical and well-organised individual to join our Operations Team as an Operations Team Assistant, working 25 hours per week. This role is ideally suited to someone who enjoys planning, problem-solving, and working with complex information. The successful applicant will play a key role in the analysis, planning, coordination, and maintenance of both clinical and non-clinical rotas, supporting safe, efficient, and continuous service delivery across the practice.

You will make extensive use of Microsoft Excel to manage and analyse rota and workforce data, identify gaps, and support effective operational planning. Strong organisational skills, attention to detail, and the ability to manage competing priorities are essential. In addition, the role involves processing Subject Access Requests and supporting a range of operational and administrative functions. This requires a high level of accuracy, discretion, and confidentiality.

This is an excellent opportunity for an individual looking to develop their analytical, planning, and organisational skills, and to gain a broader understanding of operational working within Primary Care. Full training will be provided to support the successful applicant in the role.

• Planning and creating all ENMP & Enhanced access rotas to Systm One.
• Ensuring all registrars and PAs are aligned to a GP and debriefs slots are added.
• Changing and amending rotas when required.
• Complete monthly spreadsheets of staffing distributions for Duty Doctor and NCD.
• Ensure appropriate clinical cover is always in place, including leave, sickness and unexpected absences.
• Analyse staffing patterns, demand and capacity to ensure appropriate cover through interpreting workforce data to identify trends.
• Produce analytical reports to inform operational decision-making.
• Co-ordinates and authorises annual leave, study leave, training days, and on-call arrangements.
• Respond promptly to short notice changes and staffing pressures.
• Liaise with clinicians and managers to arrange cover when required.
• Monitor staffing levels against service needs.
• Support capacity planning during period of high demand.
• Maintain accurate records and audit trails of rota changes and approvals.
• Communicate rota information clearly and in a timely manner to all relevant staff.
• Act as a key point of contact for rota related queries.
• Handle sensitive information confidentially and professionally.
• Review rota effectiveness and identify opportunities for improvement.
• Support student rotas where required.

About us: East Norfolk Medical Practice is a friendly 16 partner GP practice, including physician associates and paramedics providing excellent health care to our growing population of approximately 32,000 patients over four sites in the Great Yarmouth area. We are committed to improving the health, wellbeing and lives of our patients and colleagues in a friendly, supportive, pro-active and well-organised working environment.

The Rota Staff member is responsible for the effective planning, coordination, and maintenance of clinical and non-clinical rotas to ensure safe, efficient, and continuous service delivery within the primary care setting. The role supports workforce planning, compliance with contractual requirements, and smoothly day-to-day operations.

The role requires strong analytical thinking to assess staffing patterns, service demand and activity trends to forecast capacity pressures, anticipate risks and support effective workforce solutions.

To act as practice's operational lead for Subject Access Requests and Medical Reports applying specialist knowledge of GDPR and data protection legislation to interpret exemptions, manage disclosure risk, and ensure lawful and timely compliance.

To provide administrative support to the wider practice team. To carry out quality checks to reduce risk and will also champion quality improvement, confidentiality, service delivery and promoting a positive working environment.

• Ability to concentrate for long periods of time.
• Excellent attention to detail and high level of accuracy.
• Ability to work independently and under pressure.
• Confident decision-making and problem solving.
• Ability to manage multiple priorities in a fast-paced environment.
• Ability to diffuse difficult situations.
• Buoyant not daunted by setbacks and problems.
• Able to work under pressure.
• Reliable, fulfilling what has been agreed with others.

• Effective team worker.
• Able to communicate to staff at all levels.
• Able to develop effective relationships both internally, externally and with patients.

• Experience of dealing with competing work demands.
• Experience of Systm1.
• Experience of dealing effectively with confidential and/or sensitive information.
• Experience of working to deadlines whilst managing a high volume of a varied workload.
• Experience of routinely using VDUs.
• Experience of AccruX.
• Experience of iGPR.
• Experience of maintaining tidy workspace.
• Experience of supporting and assisting others.

• Able to independently analyse complex workforce and service data to inform operational decisions.
• Ability to use strong analytical thinking.
• Ability to make effective judgements within defined parameters and referring to others as appropriate.
• Ability to travel to other sites.
• Flexible approach to work.

• Educated to GCSE C level or equivalent.
• Knowledge of local health system.
• Good working knowledge of MS Office software, email and internet.
• Awareness of medical terminology.

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.