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Royal Crescent Surgery

PA/ Administrator to the Management Team

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This job is now closed

Job summary

Following our recent merge to form Weymouth Bay Medical Practice, an exciting opportunity has become available for a highly motivated individual to join our friendly, supportive and progressive practice as a PA/ Administrator to the Management Team.

Full time, Part time hours are available and also the option for Job share (hours can be negotiated).

You should have excellent communication skills and the ability to work as part of a diverse team. Accuracy, attention to detail and the ability to manage your own workload to achieve deadlines are key skills required.

This role will introduce the job holder to all areas of General Practice and could provide an ideal development opportunity for someone who aspires to General Practice or Healthcare Management in the future.

If you are passionate about delivering outstanding healthcare and share our values, join us to support the achievement of our goals.

If you would like an informal discussion, please contact Sandra Maddison via email at sandra.maddison@dorsetgp.nhs.uk or call 01305 774466.

Main duties of the job

The successful candidate will work closely with the Practice Management Team providing PA and administrative support across a wide range of General Practice areas.

For a full list of duties, please refer to the job description.

About us

The newly merged Weymouth Bay Medical Practice is a large friendly GP practice in Weymouth, Dorset (previously known as Royal Crescent and Preston Road Practice and Dorchester Road Practice) and both practices were inspected previously and were rated as Outstanding and Good by the Care Quality Commission.

We are committed to continually improve the patient experience, whilst achieving high quality services and implementing innovative change. This role will work closely with the Practice Management Team to support achievement of these goals.

The Practice looks after 27,000 patients with 3 purpose-built surgeries, one in the town centre of Weymouth (Royal Crescent Surgery), one in Lodmoor (Dorchester Road Surgery) and one on the outskirts, in the area of Preston (Preston Road Surgery). We are a training practice with a dedicated team of 22 GP Partners and 70 nursing and administrative staff, and we value the contribution of each staff member.

Details

Date posted

17 January 2025

Pay scheme

Other

Salary

£26,177 to £28,723 a year

Contract

Permanent

Working pattern

Full-time, Part-time, Job share

Reference number

A0953-25-0000

Job locations

25 Crescent Street

Weymouth

Dorset

DT4 7BY


Preston Road Surgery

102 Preston Road

Weymouth

Dorset

DT3 6BB


Dorchester Road Surgery

Dorchester Road

Weymouth

Dorset

DT4 7LE


Job description

Job responsibilities

Provide PA and administrative support to the Practice Management Team

Meetings

- Maintain realistic and manageable team diaries incorporating all required meetings at appropriate times with appropriate attendees.

- Ensure that all aspects of meetings are organised including timely reminders and agendas to ensure maximum benefit achieved from all meetings.

- Arrange meetings ensuring that appropriate documentation and equipment is available and set up (e.g. IT links and IT for virtual meetings)

- Attend and accurately minute internal and external meetings/events as required.

HR

- Accurately maintain the practice employee database, managing employee files ensuring all information, including professional registrations, training etc is accurate, and up to date.

- Book and support attendance at training courses for the practice team as required.

- Potentially communicate complex and sensitive information with a range of staff internally and externally.

Communication

- Manage emails as requested by the management team.

- Support the management team with correspondence, both external and internal

- Receive and review regular publications from external partners and others to identify areas of interest.

Data

- Assist the management team in the collection of data and the preparation of reports, presentations etc. Input, extract, collate and summarise data from a variety of sources.

- Prepare, undertake, and analyse regular surveys, both staff and patients to monitor service quality.

- May be involved in regular audits.

Information

- Maintain practice databases and complete processes under the direction of the management team, may include training / complaints / significant events / property and maintenance.

Finance

- May support with costing analysis of projects and areas of work.

Projects

- Undertake ad hoc projects from conception to completion as requested and supported by the management team.

Training

Enthusiastic to learn and broaden knowledge. Undertake training where relevant to the tasks and responsibilities associated with the role as agreed with your manager.

Perform any duty specifically delegated by your manager as being properly the responsibility of the role.

The tasks and responsibilities in this job description may change in the light of developments within the practice or practice and are subject to review.

Job description

Job responsibilities

Provide PA and administrative support to the Practice Management Team

Meetings

- Maintain realistic and manageable team diaries incorporating all required meetings at appropriate times with appropriate attendees.

- Ensure that all aspects of meetings are organised including timely reminders and agendas to ensure maximum benefit achieved from all meetings.

- Arrange meetings ensuring that appropriate documentation and equipment is available and set up (e.g. IT links and IT for virtual meetings)

- Attend and accurately minute internal and external meetings/events as required.

HR

- Accurately maintain the practice employee database, managing employee files ensuring all information, including professional registrations, training etc is accurate, and up to date.

- Book and support attendance at training courses for the practice team as required.

- Potentially communicate complex and sensitive information with a range of staff internally and externally.

Communication

- Manage emails as requested by the management team.

- Support the management team with correspondence, both external and internal

- Receive and review regular publications from external partners and others to identify areas of interest.

Data

- Assist the management team in the collection of data and the preparation of reports, presentations etc. Input, extract, collate and summarise data from a variety of sources.

- Prepare, undertake, and analyse regular surveys, both staff and patients to monitor service quality.

- May be involved in regular audits.

Information

- Maintain practice databases and complete processes under the direction of the management team, may include training / complaints / significant events / property and maintenance.

Finance

- May support with costing analysis of projects and areas of work.

Projects

- Undertake ad hoc projects from conception to completion as requested and supported by the management team.

Training

Enthusiastic to learn and broaden knowledge. Undertake training where relevant to the tasks and responsibilities associated with the role as agreed with your manager.

Perform any duty specifically delegated by your manager as being properly the responsibility of the role.

The tasks and responsibilities in this job description may change in the light of developments within the practice or practice and are subject to review.

Person Specification

Skills

Essential

  • Excellent communication skills (face to face, on the phone and written)
  • Ability to absorb complex information and communicate it effectively to others
  • Strong IT skills, competent in the use of Office and Outlook
  • Effective time management, ability to prioritise workload and meet deadlines
  • Ability to work as a team member and autonomously
  • Strong interpersonal skills
  • Ability to accept delegated tasks and responsibility

Desirable

  • Problem solving & analytical skills

Experience

Essential

  • PA / administrative support to team of people
  • Administration in a busy organisation

Desirable

  • PA / administrative support to team of senior managers
  • Reporting to several managers
  • Data collation and presentation
  • Preparing and minuting meetings
  • Diary and email management for a team
  • Database management
  • Preparing and undertaking regulars audits and surveys
  • Business finance
  • Experience of working in a health care setting

Qualifications

Essential

  • Good Standard of secondary education
  • GCSE Mathematics & English (C or above)
  • NVQ Level 3 Business Administration/ recognised secretarial qualification - i.e. RSA III or equivalent knowledge and experience
Person Specification

Skills

Essential

  • Excellent communication skills (face to face, on the phone and written)
  • Ability to absorb complex information and communicate it effectively to others
  • Strong IT skills, competent in the use of Office and Outlook
  • Effective time management, ability to prioritise workload and meet deadlines
  • Ability to work as a team member and autonomously
  • Strong interpersonal skills
  • Ability to accept delegated tasks and responsibility

Desirable

  • Problem solving & analytical skills

Experience

Essential

  • PA / administrative support to team of people
  • Administration in a busy organisation

Desirable

  • PA / administrative support to team of senior managers
  • Reporting to several managers
  • Data collation and presentation
  • Preparing and minuting meetings
  • Diary and email management for a team
  • Database management
  • Preparing and undertaking regulars audits and surveys
  • Business finance
  • Experience of working in a health care setting

Qualifications

Essential

  • Good Standard of secondary education
  • GCSE Mathematics & English (C or above)
  • NVQ Level 3 Business Administration/ recognised secretarial qualification - i.e. RSA III or equivalent knowledge and experience

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.

Employer details

Employer name

Royal Crescent Surgery

Address

25 Crescent Street

Weymouth

Dorset

DT4 7BY


Employer's website

http://royalcrescentsurgery.co.uk/ (Opens in a new tab)

Employer details

Employer name

Royal Crescent Surgery

Address

25 Crescent Street

Weymouth

Dorset

DT4 7BY


Employer's website

http://royalcrescentsurgery.co.uk/ (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Practice Business Manager

Sandra Maddison

Sandra.maddison@dorsetgp.nhs.uk

01305774466

Details

Date posted

17 January 2025

Pay scheme

Other

Salary

£26,177 to £28,723 a year

Contract

Permanent

Working pattern

Full-time, Part-time, Job share

Reference number

A0953-25-0000

Job locations

25 Crescent Street

Weymouth

Dorset

DT4 7BY


Preston Road Surgery

102 Preston Road

Weymouth

Dorset

DT3 6BB


Dorchester Road Surgery

Dorchester Road

Weymouth

Dorset

DT4 7LE


Supporting documents

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