Operation Support Coordinator jobs

Executive Assistant & Business Operations Coordinator

Location: Belfast

Salary: £32,000-£38,000 (Dependent on Experience)

Hours: Full Time 40 Hours Per Week

Join Us in Shaping the Future of Care

Trinity Support & Care Services is a progressive healthcare organisation delivering high-quality, person-centred services across Northern Ireland and the Republic of Ireland.

As we continue to grow, we're looking for an exceptional Executive Assistant & Business Operations Coordinator to become an integral part of our leadership team.

This is much more than a traditional administration role. We're looking for someone who can provide outstanding executive support while helping us modernise the way we work through innovation, technology and Artificial Intelligence (AI).

You'll become a trusted partner to our senior leadership team, helping to improve systems, streamline processes and drive operational excellence across the organisation.

If you're highly organised, proactive, tech-savvy and enjoy making a real impact, we'd love to hear from you.

The Role

Reporting directly to the Senior Leadership Team, you'll provide executive and operational support across the organisation, ensuring our business functions run efficiently and effectively.

You'll also play a key role in helping Trinity embrace digital transformation by identifying opportunities to improve processes, introducing AI-powered solutions and supporting continuous improvement initiatives.

This is an exciting opportunity for someone who enjoys solving problems, taking ownership and helping an organisation grow.

Key Responsibilities

Executive Support

• Provide high-level administrative and executive support to the Senior Leadership Team.
• Manage complex diaries, appointments and meeting schedules.
• Coordinate events.
• Prepare professional reports, presentations, correspondence, agendas and meeting minutes.
• Act as the first point of contact for internal and external stakeholders.
• Handle confidential and sensitive information with absolute discretion.

Business Operations

• Coordinate the smooth day-to-day running of the office.
• Manage incoming calls, emails, correspondence and visitors.
• Maintain accurate electronic filing systems and organisational records.
• Monitor operational returns and ensure actions are completed on time.
• Maintain governance documentation, compliance records and organisational policies.
• Support recruitment administration, onboarding and employee records.
• Coordinate mandatory training records and staff development administration.
• Assist with payroll administration, invoices, purchasing and expense processing.
• Support business improvement projects across the organisation.

Digital Innovation & AI

Technology is becoming increasingly important in healthcare, and we're looking for someone who is excited about using it to improve how we work.

You'll help us:

• Identify opportunities to improve efficiency through AI and automation.
• Introduce AI tools to reduce repetitive administrative tasks.
• Develop AI-assisted workflows for HR, recruitment, compliance and operational reporting.
• Create templates, knowledge resources and digital systems that improve productivity.
• Support colleagues in adopting new technologies and digital ways of working.
• Research emerging AI tools and recommend practical solutions.
• Work alongside senior management to continuously improve business processes.

Previous experience using AI tools such as ChatGPT or Microsoft Copilot would be an advantage, but a willingness to learn and embrace new technology is just as important.

Governance & Compliance

• Maintain confidential records in accordance with UK and Irish GDPR legislation.
• Support compliance with healthcare regulations, employment legislation and organisational governance requirements.
• Maintain audit trails, compliance trackers and quality documentation.
• Assist in preparing documentation for inspections, audits and internal reviews.
• Promote best practice in information governance and record management.

About You

We're looking for someone who enjoys making things happen.

You'll be naturally organised, confident managing multiple priorities and comfortable working independently while supporting a busy leadership team.

You'll enjoy finding better ways of working and have a genuine interest in technology, innovation and continuous improvement.

Essential Requirements

• Previous experience as an Executive Assistant, Personal Assistant, Office Manager or Senior Administrator.
• Excellent organisational and time management skills.
• Outstanding written and verbal communication skills.
• Strong Microsoft 365 skills, including Outlook, Word, Excel and Teams.
• Excellent attention to detail.
• Ability to prioritise a varied workload and meet deadlines.
• Experience handling confidential information professionally.
• Strong organisational and problem-solving abilities.
• A proactive, positive and flexible approach to work.

Desirable Experience

• Experience within healthcare, social care or another regulated environment.
• Experience supporting senior executives or directors.
• Experience improving business processes or implementing new systems.
• Familiarity with AI tools such as ChatGPT, Microsoft Copilot or similar technologies.
• Experience using HR or workforce management systems.
• Knowledge of governance, compliance and quality assurance processes.

Personal Qualities

The successful candidate will be:

• Highly organised and dependable.
• Professional, approachable and confident.
• Forward-thinking with a passion for continuous improvement.
• Comfortable using technology and learning new digital tools.
• Curious, adaptable and solution-focused.
• Able to work independently while contributing as part of a team.
• Calm under pressure and capable of managing competing priorities.
• Committed to delivering high standards of professionalism and service.

Why Join Trinity?

At Trinity Support & Care Services, you'll have the opportunity to play a key role in a growing organisation that is committed to delivering exceptional care while embracing innovation.

You'll work closely with senior leaders, contribute to strategic initiatives and help shape the future of the organisation through better systems, smarter processes and the responsible use of AI.

This is a role where your ideas will be valued, your initiative encouraged and your contribution recognised.

If you're looking for a career where you can genuinely influence how an organisation operates while developing your own skills and experience, we'd love to hear from you.

What We Offer

• Competitive salary based on experience.
• Opportunities for professional development and training.
• Exposure to cutting-edge AI and digital technologies.
• A supportive and collaborative working environment.
• The opportunity to influence how a growing healthcare organisation operates.
• A varied and rewarding role where no two days are the same.