PA to the Practice Manager

Job description

Job responsibilities

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

a. Supporting the practice manager as required with projects, systems and procedures

b. Undertaking tasks as directed by the practice manager in areas of change management and continuous improvement

c. Providing key performance information as requested

d. Supporting the practice manager in monitoring compliance with health and safety legislation

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

f. Supporting the arrangement and preparation of key human resources activities such as appraisals and return to work meetings after absence

g. Provide administrative support for compliance registers, supporting the practice manager

h. Coordinating diaries, ensuring meetings and appointments are scheduled and actioned appropriately

i. Coordinating internal and external meeting arrangements, preparing agendas as required

j. Supporting the practice manager in the marketing of the practice, for example through updating website, patient facing information, Facebook

k. Drafting of practice updates

l. Monitoring and distribution of the Friends and Families Test results

m. In conjunction with the practice manager, set and monitor performance targets, identifying areas for improvement to enhance patient services

n. Support the practice manager with succession planning

o. Keeping track of important tasks and deadlines

p. Data management and filing

In addition to the primary responsibilities, the PA to practice manager may be requested to:

a. 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

b. Assist with the recruitment of staff as requested by the practice manager

c. Support the practice manager in the reviewing and updating of practice policies and procedures

d. Support the practice manager with change initiatives

e. Manage asset registers as directed by the practice manager

f. Support the practice manager with staff absence administration

g. Assist with stock ordering

h. Support with obtaining quotes and working with contractors for premises works and staff events

i. Maintain a working knowledge of ICS/ICB initiatives

j. Assist with distributing information as necessary

Person Specification

Qualifications

Essential

• Good standard of education with excellent literacy and numeracy skills

Other requirements

Essential

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

Skills

Essential

• Excellent communication skills (written, oral and presenting)
• Strong IT skills (generic)
• Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
• Effective time management (planning and organising)

Desirable

• EMIS Web user skills
• Proven problem solving and analytical skills

Experience

Desirable

• Experience of working in a healthcare setting
• NHS/Primary Care/general practice experience
• Relevant health and safety experience
• Experience of producing agendas and minutes for meetings

Personal Qualities

Essential

• High levels of integrity, discretion and loyalty
• Flexible and cooperative
• Motivated and proactive
• Ability to work under pressure

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

Wolstanton Medical Centre

Address

Palmerston Street

Newcastle

Staffordshire

ST5 8BN

Employer's website

https://www.wolstantonmedicalcentre.nhs.uk (Opens in a new tab)