Operations Coordinator

at  VitalHub

THE COMPANY:

VitalHub UK is a leading group of health-tech companies, with a collective of over 75 years of experience in collaborating with the NHS, to co-design, develop and deploy expert digital patient-flow solutions.
We work with the NHS and other healthcare organisations to improve care services, achieve higher levels of operational efficiency, and enable more coordinated, continuous, and ultimately safer care for patients. Our portfolio of solutions aims to simplify the complexity of data integration for the healthcare industry and are deployed across the NHS in England, as well as internationally, and serve to support healthcare organisations to manage patient care services.
VitalHub UK brands include Transforming Systems (SHREWD), Intouch with Health, Synopsis, MCAP, Alamac, Beautiful Information, S12 Solutions, Hicom and BookWise.

THE ROLE:

We are seeking a motivated individual to join our Operations team at VitalHub UK. The primary responsibility of the Operations Coordinator is ensuring that day-to-day tasks run smoothly by handling administrative projects, supporting managerial staff, and liaising with customers and suppliers. This role offers an excellent opportunity to gain experience in business operations, improve performance and work efficiency through problem-solving and providing internal customer support.

KEY RESPONSIBILITIES:

• Assist in maintaining accurate and organised documentation of contracts and related correspondence.
• Review, input and analyse various types of contracts; including client contracts, vendor agreements, and partnership agreements.
• Collaborate with necessary departments to gather necessary information for contract creations and amendments. Review contracts for signatures, data protection clauses, insurance and indemnification levels.
• Collaborate with internal stakeholders to create a VHUK SharePoint database for various functions within VHUK, monitor site usage, storage and performance regularly and establish governance policies and procedures to ensure the proper management and use.
• Assist in the creation and review of policies and procedures across VHUK (e.g. formatting and proof reading of Employee Handbook).
• Support in the administration of various systems including WebExpenses, SharePoint, Roomex and others.
• Adhere to security best practices and compliance requirements while handling user access and sensitive information.
• Manage the mobile phone contracts.
• Assist with Timesheet entry & analysis and the implementation of a new system.
• Provide excellent customer service and support colleagues across different departments and teams.
• Provide compliance support (e.g. DPIA/information security requests, management of compliance certification deadlines, internal audits).
• Participate in team meetings and training sessions to enhance technical skills and knowledge of system functionalities.
• Handle inquiries and requests from internal and external stakeholders regarding operations-related matters. This may involve providing information, troubleshooting issues, or escalating concerns to the appropriate team
• Coordinate logistics for operational activities, such as arranging shipments, scheduling deliveries, and coordinating with other departments or external partners to ensure smooth operations.
• Assist in training new hires or team members on operational processes, systems, and tools. Provide support to ensure smooth onboarding experiences for new employees.
• Take minutes and actions at operational meetings as required and ensure that stakeholders complete their actions on time.
• Any ad-hoc duties as required by the business from time to time.