Personal Assistant (PA) to Management Team

Job description

Job responsibilities

Main Responsibilities

Supporting the Senior Management Team as required with projects, systems and procedures.

To ensure that all documentation produced is accurate & is prioritised to meet changing deadlines and delivered within agreed timescales.

In conjunction with the Practice Manager, set and monitor performance targets, identifying areas for improvement to enhance patient services.

To develop and maintain an accurate, robust, and current electronic filing system.

Produce, maintain, and improve quality and presentation of documents to provide an effective and efficient service.

Coordinating the PM and practice diary, ensuring meetings are scheduled appropriately.

Coordinating internal and external meeting arrangements, preparing agendas and producing minutes for meetings, initiating actions as appropriate. Distribute as necessary.

To organise/assist in the planning of surgery events which may include the booking of suitable venues.

Assist with room and rota administration.

Assist the Nursing team with annual servicing of equipment and infection control administration.

Provide administrative support for HR procedures including compliance registers, recruitment, pre-employment checks, contracts, induction, holiday entitlements.

Contributing to the development, implementation and embedding of an effective practice training programme for all staff.

Support the Practice Manager in the reviewing and updating of Practice policies and procedures.

Support the Practice Manager in the adherence to all Information Governance requirements and standards including completion of the DSPT Toolkit.

Support the Practice Manager in Complaints management in line with practice procedures and submitting the Complaints annual return.

Supporting the Deputy Practice Manager in the administration of monitoring compliance with health and safety legislation, including assisting with risk assessments and premises snagging.

Assist with distributing information as necessary.

Supporting the Practice Manager in the marketing of the practice

Secondary responsibilities

In addition to the primary responsibilities, the PA to the management team may be requested to:

Deputise for the Practice Manager/Deputy Practice Manager in their absence

Act as the primary point of contact for NHS(E), ICS, community services, suppliers and other external stakeholders in the absence of the practice manager

Manage asset registers as directed by the practice manager

Represent the practice locally as required

Maintain a working knowledge of ICS initiatives

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, the practice Health & Safety Manual, and the practice Infection Control policy and published procedures.

Follow Health & Safety policies and guidelines, reporting incidents using appropriate reporting systems.

Employees must comply with the provisions of The Health and Safety at Work Act 1974 and must take reasonable care for the health and safety of themselves and of other persons who may be affected by their acts of omissions whilst at work. Employees are also required to cooperate with their employer to enable them to perform or comply with any statutory provisions. The Practices efforts to promote a safe and healthy working environment can only succeed with the full cooperation of its employees.

Confidentiality

In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.

In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential.

Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.

Equality and Diversity

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

1. 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.

2. Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.

1. 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:

1. Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.
2. 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:

1. Alert other team members to issues of quality and risk.
2. Assess own performance and take accountability for own actions, either directly or under supervision.
3. 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.
4. Work effectively with individuals in other agencies to meet patients needs.
5. Effectively manage own time, workload and resources.

Communication

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

1. Communicate effectively with other team members.
2. Communicate effectively with patients and carers.
3. Recognize peoples needs for alternative methods of communication and respond accordingly.

The above list of duties should not be regarded as definitive as they may be reviewed from time to time to take account of changing circumstances. Also, tasks and duties may be extended or redistributed amongst the practice team as necessary and cooperation should not be unreasonably withheld.

Person Specification

Qualifications

Essential

• Education to A Level or equivalent
• GCSE Maths & English (C or above)
• Evidence of personal and professional development

Desirable

• Degree Level of Education
• RSA 3 or equivalent or formal secretarial qualification

Experience

Essential

• Experience of working as a PA
• Experience of working with senior level staff and maintaining good working relationships across a range of staff
• Experience of working in a busy environment and expertise across the full range of office systems and admin procedures

Desirable

• Experience of working in a primary care setting
• Experience of managing or supervising staff

Skills

Essential

• Excellent verbal and written communication
• Able to concentrate on specific and demanding matters, whilst dealing with unplanned interuptions
• Highly organised and methodical
• Able to seek, analyse and evaluate information
• Competent in the use of office and outlook
• Able to maintain accurate filing/documentation systems
• Effective time management (planning and organising)
• Ability to work as a team member and autonomously
• Good interpersonal skills
• High attention to detail and excellent accuracy
• Ability to follow policy and procedure

Personal Qualities

Essential

• Polite and confident
• Flexible and cooperative
• Motivated
• Forward thinker
• High levels of integrity and loyalty
• Tactful and diplomatic

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

Rosemary Medical Centre

Address

2 Rosemary Gardens

Poole

Dorset

BH12 3HF

Employer's website

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