Burton Latimer Medical Centre

Executive Personal Assistant

Information:

This job is now closed

Job summary

To provide day-to-day administrative support to the Practice Manager. The post holder will work directly with the Practice manager and undertake a wide range of senior administrative duties. This role requires the post holder to work autonomously to investigate complex issues and identify solutions.

Main duties of the job

Job Responsibilities:

  • Prepare correspondence, reports and presentations
  • Conduct research and gather information
  • Report writing
  • Maintain confidential files and records
  • Handle incoming and outgoing communications
  • Arrange and attend meeting (prepare agendas and minutes)
  • Follow up on action logs
  • Prepare staff newsletter
  • Ensure a comprehensive induction programme is provided for all new staff
  • Arrange and coordinate staff training and support monthly training sessions
  • Ensure staff compliance with mandatory training
  • Prepare and process HR administrative work
  • Ensure HR policies are up to date and compliant
  • Prepare and disseminate internal and external communications
  • Support the practice manager in updating policies/procedures
  • Support payroll processes
  • Collate KPI submissions
  • Order office supplies
  • Manage practice website and social media platforms

About us

We are a large, friendly practice in the thriving community of Burton Latimer, a small town just a few miles outside of Kettering.

We are a 6 GP partnership with a list size of over 14,000 patients.

We are part of a Primary Care Network, working collaboratively with 2 other practices to deliver a wide range of patient services in the rapidly changing world of Primary Care.

Details

Date posted

16 January 2024

Pay scheme

Other

Salary

£28,000 to £30,000 a year

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

A0816-24-0001

Job locations

Higham Road

Burton Latimer

Kettering

Northamptonshire

NN15 5PU


Job description

Job responsibilities

Confidentiality:

  • The organisation is committed to maintaining an outstanding confidential service. Patients entrust and permit us to collect and retain sensitive information relating to their health and other matters pertaining to their care. They do so in confidence and have a right to expect all staff will respect their privacy and maintain confidentiality.
  • CONFIDENTIALITY IS ESSENTIAL AT ALL TIMES AND ANY BREACH OF CONFIDENTIALITY WILL RESULT IN INSTANT DISMISSAL.

Health & Safety:

The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety Policy, to include:

  • Using personal security systems within the workplace according to practice guidelines
  • Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
  • Making effective use of training to update knowledge and skills
  • Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
  • Reporting potential risks identified.

Equality and Diversity:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

  • Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
  • Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
  • Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Personal/Professional Development:

The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:

  • Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
  • Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.

Quality:

The post-holder will strive to maintain quality within the practice, and will:

  • Alert other team members to issues of quality and risk
  • Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance
  • Work effectively with individuals in other agencies to meet patients needs
  • Effectively manage own time, workload and resources.

Communication:

The post-holder should recognise the importance of effective communication within the team and will strive to:

  • Communicate effectively with other team members
  • Communicate effectively with patients and carers
  • Recognise peoples needs for alternative methods of communication and respond accordingly.

Contribution to the Implementation of Services:

The post-holder will:

  • Apply practice policies, standards and guidance
  • Discuss with other members of the team how the policies, standards and guidelines will affect own work
  • Participate in audit where appropriate.

Job description

Job responsibilities

Confidentiality:

  • The organisation is committed to maintaining an outstanding confidential service. Patients entrust and permit us to collect and retain sensitive information relating to their health and other matters pertaining to their care. They do so in confidence and have a right to expect all staff will respect their privacy and maintain confidentiality.
  • CONFIDENTIALITY IS ESSENTIAL AT ALL TIMES AND ANY BREACH OF CONFIDENTIALITY WILL RESULT IN INSTANT DISMISSAL.

Health & Safety:

The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety Policy, to include:

  • Using personal security systems within the workplace according to practice guidelines
  • Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
  • Making effective use of training to update knowledge and skills
  • Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
  • Reporting potential risks identified.

Equality and Diversity:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

  • Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation
  • Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
  • Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Personal/Professional Development:

The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:

  • Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
  • Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.

Quality:

The post-holder will strive to maintain quality within the practice, and will:

  • Alert other team members to issues of quality and risk
  • Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance
  • Work effectively with individuals in other agencies to meet patients needs
  • Effectively manage own time, workload and resources.

Communication:

The post-holder should recognise the importance of effective communication within the team and will strive to:

  • Communicate effectively with other team members
  • Communicate effectively with patients and carers
  • Recognise peoples needs for alternative methods of communication and respond accordingly.

Contribution to the Implementation of Services:

The post-holder will:

  • Apply practice policies, standards and guidance
  • Discuss with other members of the team how the policies, standards and guidelines will affect own work
  • Participate in audit where appropriate.

Person Specification

Qualifications

Essential

  • 1) Educated to at least GCSE level or equivalent including maths and English (grade C/4 or above)

Desirable

  • 1) CIPD Level 3 Certificate
  • 2) Business Administration qualification

Personal Qualities and Requirements

Essential

  • 1) Polite and confident
  • 2) Flexible and cooperative
  • 3) Motivated
  • 4) Forward thinker
  • 5) High levels of integrity and loyalty
  • 6) Comfortable in a fast-paced environment
  • 7) Ability to work under pressure
  • 8) Flexibility to work outside of core office hours
  • 9) Disclosure Barring Service (DBS) check

Experience

Essential

  • 1) Experience in an Executive Assistant PA role or senior administrative role
  • 2) Demonstrable experience of working on complex administrative and project-based tasks
  • 3) Excellent communication skills (written and oral)
  • 4) Strong IT skills, including comprehensive knowledge of Microsoft Office; Outlook, Powerpoint, Excel, Publisher
  • 5) Clear, polite telephone manner
  • 6) Able to build strong working relationships
  • 7) Good interpersonal skills
  • 8) Problem solving and analytical skills
  • 9) Highly organised and methodical

Desirable

  • 1) Experience of HR administration
  • 2) SystmOne user skills
Person Specification

Qualifications

Essential

  • 1) Educated to at least GCSE level or equivalent including maths and English (grade C/4 or above)

Desirable

  • 1) CIPD Level 3 Certificate
  • 2) Business Administration qualification

Personal Qualities and Requirements

Essential

  • 1) Polite and confident
  • 2) Flexible and cooperative
  • 3) Motivated
  • 4) Forward thinker
  • 5) High levels of integrity and loyalty
  • 6) Comfortable in a fast-paced environment
  • 7) Ability to work under pressure
  • 8) Flexibility to work outside of core office hours
  • 9) Disclosure Barring Service (DBS) check

Experience

Essential

  • 1) Experience in an Executive Assistant PA role or senior administrative role
  • 2) Demonstrable experience of working on complex administrative and project-based tasks
  • 3) Excellent communication skills (written and oral)
  • 4) Strong IT skills, including comprehensive knowledge of Microsoft Office; Outlook, Powerpoint, Excel, Publisher
  • 5) Clear, polite telephone manner
  • 6) Able to build strong working relationships
  • 7) Good interpersonal skills
  • 8) Problem solving and analytical skills
  • 9) Highly organised and methodical

Desirable

  • 1) Experience of HR administration
  • 2) SystmOne user skills

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Additional information

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

Burton Latimer Medical Centre

Address

Higham Road

Burton Latimer

Kettering

Northamptonshire

NN15 5PU


Employer's website

https://www.burtonlatimermedicalcentre.co.uk/ (Opens in a new tab)

Employer details

Employer name

Burton Latimer Medical Centre

Address

Higham Road

Burton Latimer

Kettering

Northamptonshire

NN15 5PU


Employer's website

https://www.burtonlatimermedicalcentre.co.uk/ (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Helen Beesley

helen.beesley4@nhs.net

Details

Date posted

16 January 2024

Pay scheme

Other

Salary

£28,000 to £30,000 a year

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

A0816-24-0001

Job locations

Higham Road

Burton Latimer

Kettering

Northamptonshire

NN15 5PU


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