OPERATIONS COORDINATOR, HEALTH INFORMATICS in Cambridge

Hours Full time (37.5hrs a week) Part-time hours up to a minimum of 0.6FTE will be considered on request

Base Magog Court, Shelford Bottom, Cambridge CB22 3AD Hybrid working options available

Team Health Informatics

Accountable to Senior Business Operations Manager

Terms 12-month fixed term contract

About Health Innovation East:

At Health Innovation East we believe that great ideas only make a difference for our health when they are put into practice. Health Innovation East is the innovation arm of the NHS in the East of England, and we are one of 15 regional Health Innovation Networks that support the introduction of innovative technologies, devices and care pathways to transform health and care.

Our team of clinicians, clinical scientists, commercial and NHS experts work with pioneering start-ups, universities, global corporates and the NHS to ensure that the best innovations in health and care reach the people and places where they deliver the most benefit. We also have a growing team of specialist programme managers, experts in real world evidence and data scientists who support the specialist work increasingly needed to deliver today’s world of technology-enabled patient care.

The post holder will be part of the Health Informatics team at Health Innovation East, which designs and delivers secure, impactful data solutions that help healthcare, re-search, and life sciences organisations unlock the full potential of health data for patient benefit. Our team solves complex data challenges while upholding the highest standards of security, ethics, and public confidence to enable data-driven research and improve patient outcomes.

This Operations Coordinator role sits within the Business Operations function of the Health Informatics team and is essential to the smooth running of the team’s day-to-day operations. The role provides practical coordination and administrative support across meetings, records, internal systems, finance administration, recruitment and onboarding, events, communications and general team processes. It will also act as a key point of contact for internal colleagues and external stakeholders, helping to

ensure information is well organised, actions are followed up and operational activity runs smoothly.

The ideal candidate will be self-motivated, highly organised and confident supporting a busy team with varied operational needs. They will be comfortable managing competing priorities, maintaining accurate information, coordinating meetings and follow-up actions, and supporting practical processes that keep the team working effectively. They will thrive in a technical, fast-paced and sometimes ambiguous environment, using their initiative, flexibility and attention to detail to respond to shifting deadlines and emerging priorities.

The post holder will need to demonstrate strong coordination, communication and administrative skills, with the ability to:

• Coordinate meetings, events, calendars, inboxes and follow-up actions, ensuring stakeholders receive clear and timely information
• Maintain accurate records, documentation, trackers and shared systems so in-formation is easy to find, up to date and well organised
• Support a range of operational processes, including finance administration, recruitment and onboarding, supplier follow-up and ad hoc team priorities, while maintaining a high standard of work

Key responsibilities:

As an Operations Coordinator the post holder will:

• Provide general administrative support to the Health Informatics Team
• Organise and coordinate meetings, capturing accurate, detailed minutes that reflect complex, technical discussions and nuanced terminology
• Distribute clear and concise follow-up communications, outlining key decisions, action items, and timelines to ensure accountability and continuity
• Maintain accurate records, files, and team documentation including action logs, contact lists, trackers, standard operating procedures, team guidance and shared folders, ensuring information is well organised, up to date and easy for others to access
• Maintain and update internal systems, documentation, and workflows to support operational efficiency, including SharePoint folders, Teams channels, shared trackers, task lists, templates and process notes
• Manage team calendars, inboxes, and correspondence, including arranging meetings, monitoring shared mailboxes, coordinating responses, flagging urgent items and ensuring deadlines are followed up
• Assist with ordering supplies, raising purchase requests, processing invoices, tracking expenses, maintaining finance records and following up with suppliers or internal finance colleagues as needed
• Proactively identify and implement improvements to administrative processes and team operations
• Organise internal team events and coordinate attendance for the team at external events, including catering, accommodation, travel arrangements
• Assist with creating communications and marketing materials to promote the work of the team and the company, including images and slide decks
• Support recruitment and onboarding processes for new team members, including interview scheduling, candidate correspondence, onboarding checklists, induction arrangements, equipment requests and access to relevant systems and folders
• Remain flexible to pick up ad hoc, sometimes urgent tasks, as required and reprioritising existing workload accordingly
• Undertake any additional administrative tasks as required