Management Assistant

Job responsibilities

The following are the core responsibilities of the Management Assistant. There may be, on occasion, a requirement to carry out other tasks. This will be dependent upon factors such as workload and staffing levels:

• Supporting the Practice Manager as required with projects, systems and procedures
• Undertaking tasks as directed by the Practice Manager in areas of change management, continuous improvement (CI) and compliance
• Providing key performance information as requested
• Supporting the Practice Manager in monitoring compliance with health and safety legislation, providing leadership and direction for staff
• Contributing to the development, implementation and embedding of an effective practice training programme for all staff
• Provide administrative support for compliance registers, supporting the Practice Manager, ensuring DBS checks are conducted
• Providing the administrative support of all personnel related matters for example recruitment, appraisals, performance management meetings
• Managing TeamNet to ensure all systems and process in relation to CQC standards are evidenced
• Co-ordinating the investigation, reporting and follow-up of Significant Events
• Coordinating the practice diary, ensuring meetings are scheduled appropriately
• Coordinating internal and external meeting arrangements, preparing agendas and producing minutes for meetings
• Supporting the Practice Manager in the marketing of the practice including website and social media platforms
• Drafting of the practice newsletter on a quarterly basis
• Supporting the Practice Manager in the maintenance of the practice and NHS Choices websites
• Effective monitoring of the Friends and Families Test
• In conjunction with the Practice Manager, set and monitor performance targets, identifying areas for improvement to enhance patient services
• Support the Practice Manager with succession planning
• Encouraging a culture of communication and promoting the concept of effective team-working within the team
• Provide sickness absence monitoring in accordance with the practice Absence Policy
• Identify and report any health and safety issues to the Practice Manager.
• Providing administrative support to the Operations Manager in relation to complaints investigation, responses and follow up
• Provide liaison between PPG and Practice Manager/other staff as required
• Any other duties as may be deemed appropriate in consultation with the post holder and the Practice Manager

In addition to the primary responsibilities, the Management Assistant may be requested to:

• Act as the primary point of contact for NHS(E), ICS/ICB, community services, suppliers and other external stakeholders in the absence of the Practice Manager
• Assist with the recruitment of staff as requested by the Practice Manager
• Support the Practice Manager in the reviewing and updating of practice policies and procedures
• Support the Practice Manager with change initiatives
• Manage asset registers as directed by the Practice Manager
• Coordinate all staff absences, maintaining an effective absence register
• Represent the practice locally as required
• Arrange PPG meetings, preparing agendas and producing minutes
• Maintain a working knowledge of ICS/ICB initiatives

Skills

Essential

• - Excellent communication skills (written, oral and presenting)
• - Strong IT skills (generic - Word, Access, Excel, PowerPoint)
• - Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
• - Effective time management (planning and organising)
• - Ability to develop, implement and embed policy and procedure

Desirable

• - SystmOne user skills
• - Proven problem solving and analytical skills
• - Relevant experience of working in the NHS

Qualifications

Essential

• - Good standard of education with excellent literacy and numeracy skills

Desirable

• - Leadership and/or management qualification
• - AMSPAR qualification
• - Working knowledge of medical terminology
• - Typing qualifications

Experience

Essential

• - Experience of working with the general public
• - Experience of working in a healthcare setting
• - Experience of producing agendas and minutes for meetings

Desirable

• - Experience of leading multidisciplinary teams
• - Experience of performance management, including appraisal writing, staff development and disciplinary procedures
• - Experience of workforce planning
• - NHS/Primary Care/general practice experience
• - Relevant health and safety experience

Personal Qualities

Essential

• - Polite and confident
• - Flexible and cooperative
• - Excellent interpersonal skills
• - Motivated and proactive
• - Ability to use initiative and judgement
• - Forward thinker with a solutions focused approach
• - High levels of integrity and loyalty
• - Sensitive and empathetic in distressing situations
• - Ability to work under pressure
• - Confident, assertive and resilient
• - Ability to drive and deliver change effectively

Other Requirements

Essential

• - Flexibility to work outside of core office hours
• - Disclosure Barring Service (DBS) check
• - Maintain confidentiality at all times
• - Full UK driving licence

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).