Job summary
Job Summary
We are seeking an experienced, highly organised Personal Assistant & Practice Administrator to provide comprehensive support to the Practice Manager while performing key administrative duties to ensure the smooth operation of our GP practice. This dual-focus role combines traditional PA responsibilities with hands-on practice administration, requiring exceptional multitasking skills, discretion, and proficiency in SystmOne.
The ideal candidate will be a proactive problem-solver with strong communication skills, capable of managing confidential information, coordinating practice operations, and supporting the Practice Manager with strategic tasks.
Main duties of the job
Key Responsibilities PA to Practice Manager (40%)
Manage the Practice Managers diary, including scheduling meetings, appointments, and prioritising commitments.
Prepare agendas, take minutes, and track action points for management/team meetings.
Draft correspondence, reports, and presentations on behalf of the Practice Manager.
Act as a first point of contact for internal and external stakeholders, filtering enquiries as appropriate.
Assist with HR administration, including recruitment coordination, onboarding, and staff record maintenance.
Support projects, policy updates, and practice improvement initiatives.
Practice Administration (60%)
Oversee SystmOne administrative functions:
Process patient registrations, deductions, and record updates.
Manage workflow tasks (e.g., coding, document management, referrals).
Generate and analyse practice performance reports.
Coordinate administrative workflows between clinical and non-clinical teams.
Manage practice communications, including NHS mail, patient queries, and liaison with ICB/NHS teams.
Maintain practice policies, ensuring compliance with CQC and GDPR standards.
Assist with rota coordination, leave planning, and staff liaison.
Handle sensitive/confidential information with discretion.
Additional Duties
Cover reception/back-office tasks during staff shortages.
Support audit processes and data quality checks.
Order and manage practice supplies.
About us
At Chelsea Medical Service, we're a patient-centered GP surgery that combines clinical excellence with a supportive, collaborative environment. As a close-knit team serving our local community, we take pride in delivering compassionate, high-quality healthcare to our diverse patient population.
Our dedicated team includes:
Experienced GP Partners providing clinical leadership
A compassionate nursing team offering holistic care
Skilled allied health professionals (Clinical Pharmacist, Physician Associate)
A welcoming reception and admin team ensuring smooth operations
What makes us special:
- A supportive culture that values teamwork and professional growth
- Commitment to staff wellbeing and work-life balance
- Opportunities to develop new skills and take on responsibilities
- A genuine family atmosphere where everyone's contribution matters
We're looking for a Personal Assistant/Administrator who shares our values of compassion, professionalism and continuous improvement. In this role, you'll:
Work closely with our Practice Manager to support practice operations
Become a SystmOne super-user, handling key administrative functions
Be part of a team that makes a real difference to patients' lives
Enjoy varied responsibilities with opportunities to grow your skills
If you're looking for a rewarding role in a friendly GP practice that values its staff as much as its patients, we'd love to hear from you.
Job description
Job responsibilities
Key Responsibilities
Personal Assistant Duties (40%)
Proactively manage the Practice Manager's diary, including scheduling meetings, appointments, and prioritising commitments
Prepare and distribute agendas, minutes, and action points for practice meetings (clinical, governance, and staff meetings)
Draft and proofread correspondence, reports, and presentations on behalf of the Practice Manager
Act as a confidential liaison between the Practice Manager and staff/patients/external organisations
Assist with HR processes including recruitment coordination, onboarding, and maintaining staff records
Support practice projects, policy updates, and quality improvement initiatives
Handle sensitive information with absolute discretion in accordance with GDPR
Practice Administration (60%)
SystmOne Operations:
Process patient registrations, deductions, and record updates efficiently
Manage workflow tasks including coding, document management, and referral processing
Generate and analyse practice performance reports as required
Maintain data quality through regular system audits and clean-ups
Operational Support:
Coordinate administrative workflows between clinical and non-clinical teams
Manage practice communications including NHS mail, patient queries, and ICB/NHS liaison
Maintain practice policies and ensure compliance with CQC standards
Assist with staff rota coordination and leave planning
Oversee stock control and ordering of practice supplies
Provide cover for reception duties during staff shortages as needed
Quality & Compliance:
Support preparation for CQC inspections and ongoing compliance
Assist with clinical audits and data collection
Maintain confidentiality in line with information governance requirements
Job description
Job responsibilities
Key Responsibilities
Personal Assistant Duties (40%)
Proactively manage the Practice Manager's diary, including scheduling meetings, appointments, and prioritising commitments
Prepare and distribute agendas, minutes, and action points for practice meetings (clinical, governance, and staff meetings)
Draft and proofread correspondence, reports, and presentations on behalf of the Practice Manager
Act as a confidential liaison between the Practice Manager and staff/patients/external organisations
Assist with HR processes including recruitment coordination, onboarding, and maintaining staff records
Support practice projects, policy updates, and quality improvement initiatives
Handle sensitive information with absolute discretion in accordance with GDPR
Practice Administration (60%)
SystmOne Operations:
Process patient registrations, deductions, and record updates efficiently
Manage workflow tasks including coding, document management, and referral processing
Generate and analyse practice performance reports as required
Maintain data quality through regular system audits and clean-ups
Operational Support:
Coordinate administrative workflows between clinical and non-clinical teams
Manage practice communications including NHS mail, patient queries, and ICB/NHS liaison
Maintain practice policies and ensure compliance with CQC standards
Assist with staff rota coordination and leave planning
Oversee stock control and ordering of practice supplies
Provide cover for reception duties during staff shortages as needed
Quality & Compliance:
Support preparation for CQC inspections and ongoing compliance
Assist with clinical audits and data collection
Maintain confidentiality in line with information governance requirements
Person Specification
Qualifications
Essential
- Essential Qualifications & Experience:
- GCSEs (or equivalent) in English and Maths at grade C/4 or above
- Minimum 2 years' experience in a PA/administrative role (healthcare setting preferred)
- Advanced proficiency in SystmOne (or transferable clinical system skills)
- Excellent Microsoft Office skills (Word, Excel, PowerPoint, Outlook)
- Outstanding organisational and time-management abilities
- Professional communication skills (written and verbal)
- Ability to work independently and prioritise a varied workload
- Understanding of GDPR and confidentiality requirements in healthcare
Desirable
- Desirable Qualifications & Experience:
- Qualification in business administration or healthcare management
- Knowledge of GP practice workflows (e.g., prescriptions, recalls)
- Experience with NHS digital tools (NHSmail, GP IT systems)
- Understanding of CQC requirements
- If you're proactive and a team player with transferable skills, we'd still love to hear from you!
Person Specification
Qualifications
Essential
- Essential Qualifications & Experience:
- GCSEs (or equivalent) in English and Maths at grade C/4 or above
- Minimum 2 years' experience in a PA/administrative role (healthcare setting preferred)
- Advanced proficiency in SystmOne (or transferable clinical system skills)
- Excellent Microsoft Office skills (Word, Excel, PowerPoint, Outlook)
- Outstanding organisational and time-management abilities
- Professional communication skills (written and verbal)
- Ability to work independently and prioritise a varied workload
- Understanding of GDPR and confidentiality requirements in healthcare
Desirable
- Desirable Qualifications & Experience:
- Qualification in business administration or healthcare management
- Knowledge of GP practice workflows (e.g., prescriptions, recalls)
- Experience with NHS digital tools (NHSmail, GP IT systems)
- Understanding of CQC requirements
- If you're proactive and a team player with transferable skills, we'd still love to hear from you!
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.