Cave Veterinary Specialists are looking for an Operations Assistant to join their team! The Operational Assistant is a diverse role, taking responsibility to ensure adequate support to the Hospital, in the execution of the business’s operational objectives of a busy 24/7 veterinary hospital. The role will require an enthusiastic, motivated, and collaborative individual.
It will be necessary to accept instructions, to support the hospitals growth and performance. You will work willingly within the team to help maintain a positive, efficient, and effective working environment.
Working in close alignment with the Client Care, Operations, and clinical teams the Operational Assistant will ensure robust systems and processes are in place, whilst providing outstanding levels of service to the wider hospital demands. The post-holder will also play an invaluable role in supporting technical aspects of facilities management, health & safety, IT service delivery, and central operational projects.
This is a permanent part-time position working 16h per week, Sunday and one other weekday.
KEY RESPONSIBILITIES
Administrative Support:
1. Sunday Client Care support, Phone support, client support onsite and referring vet support.
2. General requests from the Senior Leadership Team, being agile, adaptive, and capable of multitasking.
3. Actively responsive to requests for errands.
4. Intermediate degree of computer literacy for display screen workstation tasks.
5. Supporting line managers with induction actions for new associates.
6. Ensure the hospital is adequately stocked with stationary stock by means of audits and consistent ordering.
7. Ensure the staff welfare areas are in good condition and well stocked.
8. Ensure the hospital is adequately stocked with hot beverage supplies, refrigerated goods, and perishables, by means of audits and consistent ordering.
Facilities Support:
1. Accountable for guaranteeing the internal & external grounds of the hospital are maintained in a presentable and professional appearance.
2. Reporting of hazards, defects, or damaged equipment or hospital facilities, coordination of contractors to carry out maintenance and repairs.
3. Undertake maintenance inspections on equipment, building fabric and supporting clinical equipment repairs and maintenance scheduling.
4. Undertake maintenance inspections on fire safety controls & equipment.
5. Undertake maintenance inspections on water systems relevant to Legionella safety.
6. Undertake audits on first aid equipment and relevant stocking requirements.
7. Actioning maintenance job requisitions, and scheduling of contractors.
Technical Support:
1. Co-ordinate the servicing and maintenance of the hospital’s facilities, and medical equipment in-line with manufacture guidance and legal stipulations.
2. Ordering of clinical supplies and medications in line with purchasing policies.
3. Furthermore, the successful candidate will be required to undertake all other relevant and respectable duties required of their role, upon request of the Senior Leadership Team.
KEY COMPETENCIES
1. Attitude and Teamwork: Collegiate relationships with colleagues, promoting an effective and supportive team dynamic.
2. Communication: Speaks confidently and fluently to team members in person, via telephone, and digital systems. Encompassing close loop communication pathways, by listening attentively and expressing a clear, concise, and prompt response with other staff members. Always ensures confidentiality.
3. Quality and Efficiency: Perform to a competent standard. Awareness of the importance of your role within the team. Efficient completion of responsibilities, always guaranteeing quality and patient safety.
4. Flexibility: Willing to participate in new and unique assignments to support the team and build upon your personal skillsets. Ability to adapt to change, demands, and conditions.
5. Motivation: Strive for excellence within your role, demonstrating enthusiasm and commitment.
6. Initiative: Honours responsibility and productivity within the operational support team.
7. Decision Making: Confident in making decisions and takes responsibility where appropriate. Awareness of boundaries and limitations, respecting where decisions should be referred to others.
8. Adaptability: Ability to multitask and remain calm under pressure. Will prioritise workload and manage when faced with challenging situations.
9. Interpersonal Sensitivity: Awareness of other people’s behavioural profiles and impact on working relationships.
10. Timekeeping and Reliability: Punctual, reliant, and trusted individual.
11. Personal Appearance: Complies with company dress code.
12. Health and Safety: Complies with current health and safety policies and ensures personal knowledge is up to date. Adheres to infection control policies.
13. Administration: Keeps clear, accurate, and up to date written & computerised records.
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