Operations Assistant

Job Purpose

Background: CAMHS Professionals is a recruitment agency and business that supplies temporary clinical staff to the NHS and private healthcare services. The business operates across nursing, psychiatry and AHP, education and support worker divisions, with a busy central office supporting consultants, compliance and payroll.

The role of Operations Assistant exists to keep the day-to-day running of the business smooth, so that consultants can focus on placing candidates and clients receive a consistently professional service. The post holder provides sales support to the divisions, assists with HR administration, takes ownership of the office environment, and supports the wider operational function.

The post holder reports to the Operations Manager and works closely with the Director, consultants, compliance, HR and payroll. The role suits someone organised and proactive, who takes pride in the standard of the office and the quality of the administration behind the business.

Duties and Responsibilities

Sales Support

• Support the consultant teams with day-to-day administration so bookings run smoothly.
• Chase, collate and submit timesheets to payroll deadlines, following up on anything missing or incorrect.
• Set up agency candidates for payment, ensuring all required details and documentation are in place before the first payment run.
• Prepare and send out booking confirmations to candidates and clients.
• Assist consultants with signable documents such as terms of business and confirmations.
• Assist with the preparation of operational reports, documentation and data where required.

HR Administration

• Assist with employee and contractor onboarding processes.
• Help maintain accurate HR records and documentation.
• Coordinate induction arrangements for new starters, including equipment and system access.
• Complete employment references for staff.

Office Management

• Take ownership of the office, treating the space as your own and keeping it somewhere the team is glad to work.
• Act as a key holder, coordinating office opening and closing with other key holders.
• Maintain a clean, organised and well-stocked office, including kitchen, meeting rooms and store cupboards.
• Monitor and replenish office supplies such as stationery, kitchen items and general consumables.
• Place orders with suppliers, track deliveries and manage inventory of items ordered for the office.
• Liaise with cleaning staff, concierge and building management, and coordinate maintenance and repairs as required.
• Manage incoming and outgoing post, and oversee company merchandise stock.
• Arrange refreshments and set-up for internal meetings and team activities, and keep office screens and displays up to date.
• Support office health and safety and first aid arrangements.

Operational Support

• Keep in regular contact with suppliers and system providers, following up on issues through to resolution.
• Review supplier costs and flag opportunities to reduce spend.
• Track contract renewal dates and support the renewal process.
• Act as first point of contact for everyday IT queries, escalating to the external IT provider where needed.
• Set up equipment for new starters, recover it from leavers, and keep the equipment inventory up to date.
• Support the Operations Manager and Director with projects and administrative tasks.

Professional Standards & Conduct

• Communicate professionally and respectfully with candidates, clients, colleagues and suppliers at all times.
• Work in line with company values, policies and relevant regulatory requirements, including data protection.
• Take ownership of mistakes, act with honesty and transparency, and raise concerns early.
• Proactively identify issues, suggest improvements, and contribute to team and company meetings.

PERSON SPECIFICATION

Criteria

Essential Criteria:

• Experience in an administrative, office management or operations support role.
• Highly organised, with the ability to manage multiple priorities and competing deadlines.
• Excellent communication and interpersonal skills, with a professional manner.
• Strong attention to detail and a high standard of accuracy in documentation.
• Proactive, solutions-focused approach and genuine ownership of tasks.
• Confident using Microsoft Office and comfortable picking up new systems.
• Comfortable with basic IT troubleshooting.
• Discretion when handling confidential staff and candidate information.

Desirable Criteria:

• Experience within a recruitment, healthcare or other regulated environment.
• Exposure to HR administration or onboarding processes.
• Experience of supplier management, ordering or cost review.