Job summary
We are seeking an experienced administrator to support our Practice Manager with their day to day duties. This is a part time role, requiring 16 hours per week.
As a Personal Assistant to the Practice Manager, you will play a vital role in ensuring the efficient functioning of our practice. You will support the Practice Manager in the effective administration, organisation and management of the practice, allowing them to focus on and strategic tasks and forward planning.
The core responsibilities will include administrative tasks, diary management, handling correspondence and supporting the business operations of the practice, including being involved with different projects.
Main duties of the job
The PA will work under the direction of the Practice Manager, enhancing a number of key systems in both clinical and administrative areas.
You will be a key member of staff, supporting the management team of the practice.
The following are the core responsibilities of the role. There may be, on occasion, a
requirement to carry out other tasks. This will be dependent upon factors such
as workload and staffing levels:
- Administration support
- Communications (internal and external)
- Project coordination and implementation
- Meeting and presentation support
- Record keeping and compliance
- CQC preparation and compliance
About us
We
are a large GP Practice caring for over 19,000 patients in Abbeydale, on the
outskirts of Gloucester. We have an extensive multi-disciplinary team that
includes GPs, Advanced Nurse Practitioners, Pharmacists, Pharmacy Technicians,
Physiotherapists, Mental Health Nurses, Practice Nurses, Health Care
Assistants, Social Prescribers, Patient Advisers, and Administrators. We are
fortunate to operate from a modern, purpose-built building.
We are a busy practice and we hope to provide the best care possible to our patients, within the constraints of the NHS. Staff are well supported and encouraged to share ideas to help us develop. We have a positive working environment and can offer the following benefits:
Membership to the NHS pension scheme
5 weeks annual leave (rising to 6 weeks after 5 years service)
Flexible working hours
Free car parking
Staff training and development opportunities
Job description
Job responsibilities
The Personal Assistant (PA) to the Practice Manager will provide administrative and organisational support to the Practice Manage, 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.
Here's a more detailed breakdown of the responsibilities. Please also see the attached Job Description:
Administrative Support:
Diary Management:
Managing the Practice Manager's schedule, scheduling meetings, and coordinating appointments.
Document Management:
Organising and maintaining files, both physical and digital, and ensuring proper documentation of important information.
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.
Data Management:
Maintaining accurate records of staff, patient information, and other relevant data.
Communication and Coordination:
External Communication:
Liaising with external stakeholders, such as commissioners, patients, and other healthcare providers.
Patient Liaison:
Project Coordination:
Other Key Responsibilities:
General Practice Support:
Skills and Experience:
- Strong administrative and organisational skills.
- Excellent communication and interpersonal skills.
- Proficiency in Microsoft Office (particularly Word and Excel) and other relevant software.
- Ability to work independently and as part of a team.
- Discretion and confidentiality.
- Prior experience in a similar role would be advantageous.
Job description
Job responsibilities
The Personal Assistant (PA) to the Practice Manager will provide administrative and organisational support to the Practice Manage, 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.
Here's a more detailed breakdown of the responsibilities. Please also see the attached Job Description:
Administrative Support:
Diary Management:
Managing the Practice Manager's schedule, scheduling meetings, and coordinating appointments.
Document Management:
Organising and maintaining files, both physical and digital, and ensuring proper documentation of important information.
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.
Data Management:
Maintaining accurate records of staff, patient information, and other relevant data.
Communication and Coordination:
External Communication:
Liaising with external stakeholders, such as commissioners, patients, and other healthcare providers.
Patient Liaison:
Project Coordination:
Other Key Responsibilities:
General Practice Support:
Skills and Experience:
- Strong administrative and organisational skills.
- Excellent communication and interpersonal skills.
- Proficiency in Microsoft Office (particularly Word and Excel) and other relevant software.
- Ability to work independently and as part of a team.
- Discretion and confidentiality.
- Prior experience in a similar role would be advantageous.
Person Specification
Skills and Personal Qualities
Essential
- Excellent communication skills (written, oral and presenting)
- Strong IT skills including use of Microsoft Word and Excel
- Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
- Effective time management (planning and organising)
- Ability to motivate staff
- Polite and confident
- Flexible and cooperative
- Excellent interpersonal skills
- Maintain confidentiality at all times
- Motivated and proactive
- Ability to use initiative and judgement
- Forward thinker with a solutions focused approach
- High levels of integrity and loyalty
- Ability to work under pressure
- Confident, assertive and resilient
- Ability to support change effectively
- Equality, Diversity and Inclusion:
- All staff are expected to have a positive and proactive attitude to equality, diversity and inclusion. Our to ED&I is crucial for operational efficiency, aligning with moral principles, and complying with legal requirements.
- Safety, Health, Environment and Fire:
- Our Practice is dedicated to supporting and promoting staff health, wellbeing, and safety. The post holder is responsible for managing and assessing risks within their area of responsibility
- Confidentiality:
- Patients and staff trust us with sensitive information regarding their health and care, and it is essential for all staff to respect their privacy and uphold confidentiality.
- Induction:
- All new staff members are required to complete the induction programme, and the Practice Management team will provide support throughout the process.
- Learning and Development:
- Training and development are essential for equipping staff with the necessary skills, knowledge, attitude, and competences to excel in their roles. Staff members are required to complete mandatory training as directed by management and assess their own learning needs. They are also expected to mentor team members, share knowledge gained, and provide educational support to patients, carers, families, and colleagues.
- Collaborative Working:
- Recognising the importance of collaborative working, staff members should understand their roles and scopes and be open to potential development over time. Effective time management is crucial, and teamwork is essential in multidisciplinary environments. Effective communication, delegation, and clear plans are emphasized to ensure effective collaboration.
- Information Management:
- Staff members are encouraged to use technology and appropriate software to aid in managing care, presenting information, and processing data accurately using relevant codes for monitoring and audit purposes.
- Safeguarding:
- Hadwen Health is committed to safeguarding children, young people and vulnerable adults. Safe recruitment of staff is central to this commitment. Our recruitment policies and practices are robust, and our selection procedures prevent unsuitable people from gaining access to children, young people and vulnerable adults. All adults who work with children, young people and vulnerable adults on behalf of Hadwen Health must be competent, confident and safe to do so.
Desirable
- - Clinical IT system user skills
- - Proven problem solving and analytical skills
Experience
Essential
- Experience of working as an administrator and/ or PA
- Experience of working with the general public
Desirable
- Experience of working in a healthcare setting
- Experience of working in multidisciplinary teams
- NHS/Primary Care/General Practice experience
Qualifications
Essential
- Excellent literacy and numeracy skills
Person Specification
Skills and Personal Qualities
Essential
- Excellent communication skills (written, oral and presenting)
- Strong IT skills including use of Microsoft Word and Excel
- Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
- Effective time management (planning and organising)
- Ability to motivate staff
- Polite and confident
- Flexible and cooperative
- Excellent interpersonal skills
- Maintain confidentiality at all times
- Motivated and proactive
- Ability to use initiative and judgement
- Forward thinker with a solutions focused approach
- High levels of integrity and loyalty
- Ability to work under pressure
- Confident, assertive and resilient
- Ability to support change effectively
- Equality, Diversity and Inclusion:
- All staff are expected to have a positive and proactive attitude to equality, diversity and inclusion. Our to ED&I is crucial for operational efficiency, aligning with moral principles, and complying with legal requirements.
- Safety, Health, Environment and Fire:
- Our Practice is dedicated to supporting and promoting staff health, wellbeing, and safety. The post holder is responsible for managing and assessing risks within their area of responsibility
- Confidentiality:
- Patients and staff trust us with sensitive information regarding their health and care, and it is essential for all staff to respect their privacy and uphold confidentiality.
- Induction:
- All new staff members are required to complete the induction programme, and the Practice Management team will provide support throughout the process.
- Learning and Development:
- Training and development are essential for equipping staff with the necessary skills, knowledge, attitude, and competences to excel in their roles. Staff members are required to complete mandatory training as directed by management and assess their own learning needs. They are also expected to mentor team members, share knowledge gained, and provide educational support to patients, carers, families, and colleagues.
- Collaborative Working:
- Recognising the importance of collaborative working, staff members should understand their roles and scopes and be open to potential development over time. Effective time management is crucial, and teamwork is essential in multidisciplinary environments. Effective communication, delegation, and clear plans are emphasized to ensure effective collaboration.
- Information Management:
- Staff members are encouraged to use technology and appropriate software to aid in managing care, presenting information, and processing data accurately using relevant codes for monitoring and audit purposes.
- Safeguarding:
- Hadwen Health is committed to safeguarding children, young people and vulnerable adults. Safe recruitment of staff is central to this commitment. Our recruitment policies and practices are robust, and our selection procedures prevent unsuitable people from gaining access to children, young people and vulnerable adults. All adults who work with children, young people and vulnerable adults on behalf of Hadwen Health must be competent, confident and safe to do so.
Desirable
- - Clinical IT system user skills
- - Proven problem solving and analytical skills
Experience
Essential
- Experience of working as an administrator and/ or PA
- Experience of working with the general public
Desirable
- Experience of working in a healthcare setting
- Experience of working in multidisciplinary teams
- NHS/Primary Care/General Practice experience
Qualifications
Essential
- Excellent literacy and numeracy 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.