Job summary
You will be working in a high-achieving GP surgery operating across 2 sites, alongside a dedicated management team of 4. The Practice is part of a network of 4
practices in the Doncaster area where we work together to provide services for
our patients whilst retaining practice individuality. We provide joint working
with our member practices to provide flu and covid vaccinations, share staff
including pharmacist support, physiotherapists, counsellors and mental health
workers. We also have the support of a PCN care co-ordinator who provides
support with collating friends and family responses, sending out text messages
to capture patients to encourage uptake of bowel, cervical and breast
screening, as well as baby immunisations.
If you are able to work autonomously and within a team, be
self motivated, adhering to targets, timeframes, be proactive, organised and
flexible this is the job for you.
Main duties of the job
The primary function of this role is to provide efficient
and effective support to the management team to ensure the Practice adheres to current
guidelines and working safely and effectively.
Management Support will have access to confidential
information relating to patients, their carers and relatives, as well as
colleagues both within and outside the practice. They may also handle sensitive
business information concerning the operation and management of the practice. All
such information, regardless of its source, must be treated as strictly
confidential.
We have also attached the job description for this role and
personal specification.
About us
The Burns Practice is a traditional family practice dedicated to delivering high-quality, patient-first care. We take pride in our service and actively welcome feedback, which is overwhelmingly positive, while always seeking opportunities to improve. Our commitment to quality includes regular policy reviews and ongoing improvement projects.
Our highly trained GPs and nurses work in partnership with patients, respecting individual values and preferences to ensure care is tailored and collaborative.
As a training practice, we support medical students and GP trainees, helping shape the future of healthcare with enthusiasm and responsibility.
Our team includes 8 GP partners, 4 salaried GPs, 8 registrars, 10 nurses, 3 healthcare assistants, and dedicated admin, reception and secretarial staff. We prioritise staff wellbeing, offering access to a wellbeing hub for lifestyle, mental health, and financial support. We promote open communication with an open-door policy, regular staff meetings, and a supportive team culture.
Staff enjoy additional time off at Christmas, an annual party, and recognition of personal milestones - fostering a positive, inclusive workplace.
Job description
Job responsibilities
Management Support
Assist the Management Team in the implementation and monitoring of operational processes. Ensure that the practices daily operations are in line with current guidelines and regulations and to:
- Understand the work of general practice both clinical and administrative.
- Have knowledge of the work carried out by the Supervisor, Senior Admin Team, Reception and Admin Team to be able to support where required.
- Be able to update social media when required.
Administrative Assistance
- Prepare, organise and maintain essential documents, reports and records
for the Senior Management Team.
- Coordinate and schedule meetings, training sessions and other events, ensuring that all required resources are available to include producing practice meeting agenda and minutes.
- Maintain staff sickness absence records in line with the practice policy for the Senior Management Team.
- Maintain staff annual leave records for the Senior Management Team.
- Support the Senior Management Team in maintaining complaint records.
- Support the Senior Management Team to coordinate recruitment and maintain training records of current staff.
- Responsible for organising practice premises and equipment are properly maintained and cleaned to profession standards.
- Requesting new starter information and access as necessary and updating systems as needed for leavers for the practice.
- Any other duties as instructed by GPs, nurses, and the Senior Management Team.
Resource Management
- Assist in the allocation and management of resources including personnel, equipment, uniforms and supplies.
Ensure that all tools and systems used in the Practice are up to date and functioning optimally to include:
- Maintenance - ensuring both sites are adequately maintained internally and externally. Working with the Senior Management Team to ensure there is a maintenance programme including - boiler checks, fire alarms, gardening, decorating, cleaning.
- Liaising with IT Department for software and hardware issues.
- Ensuring TeamNet is up to date.
Team Collaboration
- Act as a liaison between the Senior Management Team and other staff members facilitating open communication.
- Participate in team meetings providing input and feedback on operational issues.
Training and Development
- Assist in the onboarding process for new team members ensuring they are familiar with the practices processes and guidelines.
- Circulating policies and procedures in accordance with legislation changes ensuring TeamNet is up to date.
Performance Monitoring
- Assist the Senior Management Team to ensure the Practice is CQC compliant.
- Collaborate with the Senior Management Team to set, review and achieve targets and objectives.
Social Media - Facebook, Instagram and Website
- Creating any Practice specific messages - sign off required from the Senior Management Team.
- Sharing appropriate messages from the community - sign off required from the Senior Management Team.
- Ensuring TARGET dates are communicated on Facebook and Instagram.
- Updating the practice website as necessary e.g. new starters, TARGET dates.
Research
- Liaise with the lead research GP and Senior Management Team regarding current and new research trials.
- Assist in the setup of research trials.
- Providing administrative support as required for research trials.
GPs with Assistance from Assistant Business Finance Manager
- Adding rotas to the system - taking into account any specific clinics. needed, e.g. LN, steroids, minor ops, coils, implants and planning accordingly.
- Liaising with Working Win, Alcohol Early Intervention and Citizens Advice ensuring rooms are available.
- Emailing GP's WC rota weekly.
- Provide WC room allocation weekly to the Senior Management Team.
- Submit a monthly Enhanced Access report to Primary Care Doncaster Limited.
Registrars with Assistance from Assistant Business Finance Manager
- Requesting new starter information and access as necessary and updating systems as needed for leavers.
- Adding registrars to the system and notifying staff.
- Adding rota's to the system.
- Liaising with Medical HR re their spreadsheet for registrar sickness, ensuring return to work forms are completed and sent to Medical HR and DBTH absence reporting.
- Emailing Registrar's WC rota weekly.
Medical Students with Assistance from Assistant Business Finance Manager
- Creating induction plans and timetable templates, taking account where GP's are to debrief as appropriate.
- Creating and amending SystmOne Clinic Templates.
- Adapting rota's were needed, E.G Target.
Stakeholder Communication:
- Develop and maintain relationships with external stakeholders such as suppliers, regulatory bodies and partner organisations.
- Ensure that all communications and correspondence with stakeholders are timely and accurate.
- Communicate effectively with other team members, patients and carers.
- Communicate effectively with patients and carers.
- Recognise peoples needs for alternative methods of communication and respond accordingly.
Risk Management
- Identify potential risks in the Practices operations and assist the Senior Management Team to develop mitigations strategies.
- Ensure that all staff members are aware of and adhere to safety protocols.
Compliance and Regulation
Assist in conducting periodic internal audits to ensure adherence to standards and regulations.
Continuous Improvement
- Stay updated with the latest trends and best practices in healthcare management.
- Recommend and implement improvements to the practices processes and operations based on research and feedback.
- Alert other team members to issues of quality and risk.
- Assess own performance and take accountability for own actions, either directly or under supervision.
- 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.
- Work effectively with individuals in other agencies to meet patients needs.
- Effectively manage own time, workload and resources.
Job description
Job responsibilities
Management Support
Assist the Management Team in the implementation and monitoring of operational processes. Ensure that the practices daily operations are in line with current guidelines and regulations and to:
- Understand the work of general practice both clinical and administrative.
- Have knowledge of the work carried out by the Supervisor, Senior Admin Team, Reception and Admin Team to be able to support where required.
- Be able to update social media when required.
Administrative Assistance
- Prepare, organise and maintain essential documents, reports and records
for the Senior Management Team.
- Coordinate and schedule meetings, training sessions and other events, ensuring that all required resources are available to include producing practice meeting agenda and minutes.
- Maintain staff sickness absence records in line with the practice policy for the Senior Management Team.
- Maintain staff annual leave records for the Senior Management Team.
- Support the Senior Management Team in maintaining complaint records.
- Support the Senior Management Team to coordinate recruitment and maintain training records of current staff.
- Responsible for organising practice premises and equipment are properly maintained and cleaned to profession standards.
- Requesting new starter information and access as necessary and updating systems as needed for leavers for the practice.
- Any other duties as instructed by GPs, nurses, and the Senior Management Team.
Resource Management
- Assist in the allocation and management of resources including personnel, equipment, uniforms and supplies.
Ensure that all tools and systems used in the Practice are up to date and functioning optimally to include:
- Maintenance - ensuring both sites are adequately maintained internally and externally. Working with the Senior Management Team to ensure there is a maintenance programme including - boiler checks, fire alarms, gardening, decorating, cleaning.
- Liaising with IT Department for software and hardware issues.
- Ensuring TeamNet is up to date.
Team Collaboration
- Act as a liaison between the Senior Management Team and other staff members facilitating open communication.
- Participate in team meetings providing input and feedback on operational issues.
Training and Development
- Assist in the onboarding process for new team members ensuring they are familiar with the practices processes and guidelines.
- Circulating policies and procedures in accordance with legislation changes ensuring TeamNet is up to date.
Performance Monitoring
- Assist the Senior Management Team to ensure the Practice is CQC compliant.
- Collaborate with the Senior Management Team to set, review and achieve targets and objectives.
Social Media - Facebook, Instagram and Website
- Creating any Practice specific messages - sign off required from the Senior Management Team.
- Sharing appropriate messages from the community - sign off required from the Senior Management Team.
- Ensuring TARGET dates are communicated on Facebook and Instagram.
- Updating the practice website as necessary e.g. new starters, TARGET dates.
Research
- Liaise with the lead research GP and Senior Management Team regarding current and new research trials.
- Assist in the setup of research trials.
- Providing administrative support as required for research trials.
GPs with Assistance from Assistant Business Finance Manager
- Adding rotas to the system - taking into account any specific clinics. needed, e.g. LN, steroids, minor ops, coils, implants and planning accordingly.
- Liaising with Working Win, Alcohol Early Intervention and Citizens Advice ensuring rooms are available.
- Emailing GP's WC rota weekly.
- Provide WC room allocation weekly to the Senior Management Team.
- Submit a monthly Enhanced Access report to Primary Care Doncaster Limited.
Registrars with Assistance from Assistant Business Finance Manager
- Requesting new starter information and access as necessary and updating systems as needed for leavers.
- Adding registrars to the system and notifying staff.
- Adding rota's to the system.
- Liaising with Medical HR re their spreadsheet for registrar sickness, ensuring return to work forms are completed and sent to Medical HR and DBTH absence reporting.
- Emailing Registrar's WC rota weekly.
Medical Students with Assistance from Assistant Business Finance Manager
- Creating induction plans and timetable templates, taking account where GP's are to debrief as appropriate.
- Creating and amending SystmOne Clinic Templates.
- Adapting rota's were needed, E.G Target.
Stakeholder Communication:
- Develop and maintain relationships with external stakeholders such as suppliers, regulatory bodies and partner organisations.
- Ensure that all communications and correspondence with stakeholders are timely and accurate.
- Communicate effectively with other team members, patients and carers.
- Communicate effectively with patients and carers.
- Recognise peoples needs for alternative methods of communication and respond accordingly.
Risk Management
- Identify potential risks in the Practices operations and assist the Senior Management Team to develop mitigations strategies.
- Ensure that all staff members are aware of and adhere to safety protocols.
Compliance and Regulation
Assist in conducting periodic internal audits to ensure adherence to standards and regulations.
Continuous Improvement
- Stay updated with the latest trends and best practices in healthcare management.
- Recommend and implement improvements to the practices processes and operations based on research and feedback.
- Alert other team members to issues of quality and risk.
- Assess own performance and take accountability for own actions, either directly or under supervision.
- 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.
- Work effectively with individuals in other agencies to meet patients needs.
- Effectively manage own time, workload and resources.
Person Specification
Other requirements
Essential
- Willingness to work flexible hours when required to meet work demands
- Disclosure Barring Service (DBS) check
- Access to own transport and ability to travel across the locality on a regular basis, including to visit people in their own home
Personal qualities
Essential
- Polite and confident
- Flexible and cooperative
- Highly motivated
- Forward thinker
- High levels of integrity and loyalty to the Practice, staff, and patients
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
Experience
Essential
- Experience of working with the general public
- Experience of administrative duties
Desirable
- Experience of working in a healthcare setting
Qualifications
Essential
- GCSE Mathematics & English (C or above) or equivalent
- Keyboard skills including spreadsheets
Skills
Essential
- Excellent communication skills (written and oral)
- Strong IT skills
- Clear, polite telephone manner
- Competent in the use of Office and Outlook
- Effective time management (planning and organising)
- Ability to work as a team member (including with the senior leadership team) and autonomously
- Excellent interpersonal skills
- Problem solving and analytical skills
- Ability to follow policies and procedures
- Ability to maintain confidentiality at all times, handling sensitive information with discretion and in line with data protection regulations
Desirable
- EMIS/SystmOne/Vision user skills
Person Specification
Other requirements
Essential
- Willingness to work flexible hours when required to meet work demands
- Disclosure Barring Service (DBS) check
- Access to own transport and ability to travel across the locality on a regular basis, including to visit people in their own home
Personal qualities
Essential
- Polite and confident
- Flexible and cooperative
- Highly motivated
- Forward thinker
- High levels of integrity and loyalty to the Practice, staff, and patients
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
Experience
Essential
- Experience of working with the general public
- Experience of administrative duties
Desirable
- Experience of working in a healthcare setting
Qualifications
Essential
- GCSE Mathematics & English (C or above) or equivalent
- Keyboard skills including spreadsheets
Skills
Essential
- Excellent communication skills (written and oral)
- Strong IT skills
- Clear, polite telephone manner
- Competent in the use of Office and Outlook
- Effective time management (planning and organising)
- Ability to work as a team member (including with the senior leadership team) and autonomously
- Excellent interpersonal skills
- Problem solving and analytical skills
- Ability to follow policies and procedures
- Ability to maintain confidentiality at all times, handling sensitive information with discretion and in line with data protection regulations
Desirable
- EMIS/SystmOne/Vision user 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.
