Job responsibilities
Job summary
The Personal Assistant (PA) to the Managing Partner will provide
administrative and organisational support to the Managing Partner and wider
management team, ensuring the smooth running of the practice. This role
involves a wide range of tasks, including communication, record keeping, and
project coordination, with the goal of enhancing efficiency and supporting
patient care.
Primary key responsibilities
The following are the core responsibilities of the PA
to Managing Partner. There may be, on
occasion, a requirement to carry out other tasks. This will be dependent upon
factors such as workload and staffing levels:
- Document Management
Organising and maintaining files, both
physical and digital, and ensuring proper documentation of important
information.
Preparing and updating practice policies
for approval by the management team.
- Correspondence
Handling incoming and outgoing
communications, including emails, letters, and phone calls.
- Meeting Support
Preparing agendas, taking minutes, and
distributing materials for meetings.
- Report Preparation
Assisting in the preparation of reports
and presentations.
- Internal and External Communication and
Coordination
Facilitating communication between the Managing
Partner and other staff members, ensuring information is disseminated
effectively.
Liaising with external stakeholders,
such as commissioners, patients, and other healthcare providers.
- Patient Liaison
Assisting with patient queries and
feedback.
- Project Coordination
Supporting the Managing Partner in the
planning, execution, and monitoring of various projects.
Support the Managing Partner with CI and
change initiatives.
- Other Key Responsibilities
Undertaking any other tasks as directed
by the Managing Partner to support the efficient running of the practice.
Generic responsibilities
All staff have a duty to conform to the following
Equality,
Diversity and Inclusion (ED&I)
A good attitude and positive action towards Equality Diversity & Inclusion (ED&I) creates an environment where all
individuals can achieve their full potential. Creating such an environment is
important for three reasons it improves operational effectiveness, it is
morally the right thing to do, and it is required by law.
Patients and their families have the right to
be treated fairly and be routinely involved in decisions about their
treatment and care. They can expect to be treated with dignity and respect
and will not be discriminated against on any grounds including age,
disability, gender reassignment, marriage and civil partnership, pregnancy
and maternity, race, religion or belief, sex or sexual orientation.
Patients have a responsibility to treat other
patients and our staff with dignity and respect.
Staff have the right to be treated fairly in
recruitment and career progression. Staff can expect to work in an
environment where diversity is valued, and equality of opportunity is
promoted. Staff will not be discriminated against on any grounds including
age, disability, gender reassignment, marriage and civil partnership,
pregnancy and maternity, race, religion or belief, sex or sexual orientation.
Staff have a responsibility to ensure that they treat our patients and their
colleagues with dignity and respect.
Safety,
Health, Environment and Fire (SHEF)
This organisation is committed to supporting
and promoting opportunities for staff to maintain their health, wellbeing and
safety.
The post holder is to manage and assess risk
within the areas of responsibility, ensuring adequate measures are in place
to protect staff and patients and monitor work areas and practices to ensure
they are safe and free from hazards and conform to health, safety and
security legislation, policies, procedures and guidelines.
All personnel have a duty to take reasonable
care of health and safety at work for themselves, their team and others and
to cooperate with employers to ensure compliance with health and safety
requirements.
All personnel are to comply with the:
Health and Safety at Work Act 1974
Environmental Protection Act 1990
Environment Act 1995
Fire Precautions (workplace) Regulations
1999
Other
statutory legislation which may be brought to the post holders
attention.
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.
It is essential that, if the legal
requirements are to be met and the trust of our patients is to be retained,
all staff must protect patient information and provide a confidential
service.
Quality
and Continuous Improvement (CI)
To preserve and improve the quality of this organisations
outputs, all personnel are required to think not only of what they do but how
they achieve it. By continually re-examining our processes, we will be able
to develop and improve the overall effectiveness of the way we work.
The responsibility for this rests with
everyone working within the organisation to look for opportunities to improve
quality and share good practice and to discuss, highlight and work with the
team to create opportunities to improve patient care.
At this organisation, we continually strive to
improve work processes which deliver healthcare with improved results across
all areas of our service provision. We promote a culture of continuous
improvement where everyone counts, and staff are permitted to make
suggestions and contributions to improve our service delivery and enhance
patient care.
Staff should interpret national strategies and
policies into local implementation strategies that are aligned to the values
and culture of general practice.
All staff are to contribute to investigations
and root cause analyses whilst participating in serious incident
investigations and multidisciplinary case reviews.
Induction
We will provide a full induction programme,
and management will support you throughout the process.
Learning and
development
The effective use of training and development
is fundamental in ensuring that all staff are equipped with the appropriate
skills, knowledge, attitude and competences to perform their role. All staff
will be required to partake in, and complete mandatory training as
directed. It is an expectation for
this post holder to assess their own learning needs and undertake learning as
appropriate.
The post holder will undertake mentorship for
team members and disseminate learning and information gained to other team
members to share good practice and inform others about current and future
developments (e.g., courses and conferences).
The post holder will provide an educational
role to patients, carers, families and colleagues in an environment that
facilitates learning.
Collaborative
working
All staff are to recognise the significance of
collaborative working and understand their own role and scope and identify
how this may develop over time. Staff are to prioritise their own workload
and ensure effective time-management strategies are embedded within the
culture of the team.
Teamwork is essential in multidisciplinary
environments and the post holder is to work as an effective and responsible
team member, supporting others and exploring the mechanisms to develop new
ways of working and work effectively with others to clearly define values,
direction and policies impacting upon care delivery
Effective communication is essential, and all
staff must ensure they communicate in a manner which enables the sharing of
information in an appropriate manner.
All staff should delegate clearly and
appropriately, adopting the principles of safe practice and assessment of
competence. Plans and outcomes by which to measure success should be agreed.
Managing
information
All staff should use technology and
appropriate software as an aid to management in the planning, implementation
and monitoring of care and presenting and communicating information. Data
should be reviewed and processed using accurate SNOMED CT codes to ensure
easy and accurate information retrieval for monitoring and audit processes.
Service
delivery
Staff will be given detailed information
during the induction process regarding policy and procedure.
The post holder must adhere to the information
contained within the organisations policies and regional directives,
ensuring protocols are always adhered to.
Security
The security of the organisation is the
responsibility of all personnel. The post holder must ensure they always
remain vigilant and report any suspicious activity immediately to their line
manager.
Under no circumstances are staff to share the
codes for the door locks with anyone and are to ensure that restricted areas
remain effectively secured. Likewise, password controls are to be maintained
and are not to be shared.
Professional
conduct
All staff are required to dress appropriately
for their role.
Leave
All personnel are entitled to take leave.
Public
holidays will be calculated on a pro-rated basis dependent on the number of
hours worked.