Job summary
The Linden Medical Group is looking for a motivated and
dynamic Personal Assistant to the Management to join our practice and support our
Assistant Practice Manager.
The successful applicant will have excellent IT,
interpersonal and organisational skills and be a team player, helping to shape the
face of the Practice but also playing a key part in development within the
organisation.
This is a varied role and much of the work undertaken will
be of a highly confidential and sensitive nature so the ability to maintain confidentiality is highly important.
Main duties of the job
The Personal Assistant to the Management role is a new role within the practice and is key to the success
of the daily practice operations working closely with and under the guidance
and supervision of the Assistant Practice Manager.
Previous experience in General Practice is essential for this role as is SystmOne experience.
The successful applicant must have the ability to work well
under pressure, communicate at all levels and will be involved with Human
Resources, CQC compliance, Fire, Health & Safety, Facilities/Estates
Management, Practice Policies & Procedures, Complaints, Social Media, our
Patient Participation Group, Staff Wellbeing, and internal
training and meetings. Excellent IT, organisational, typewriting and
presentation skills are a must.
About us
The Linden Medical Group is very busy, friendly practice
located inside a purpose built building in Stapleford.
We have a list size of approximately 7500 patients. We have
a staff team comprising of 4 GP Partners, 1 Salaried GP, 1 Assistant Practice
Manager, 1 Triage Nurse, 2 Practice Nurses, 1 Health Care Assistant, 1 GPA and a team of Administrators, Receptionists and Secretaries. We also have a team ofattached staff comprising of; Clinical Pharmacy Team, Mental Health OT, First Contact Physiotherapist and Social Prescriber.
We are supportive and friendly practice, part of the Nottingham West PCN, who strives to
foster a culture of positivity, kindness and support throughout our staff team.
We are dedicated to the wellbeing of our staff and and care of our patients.
Job description
Job responsibilities
Principal responsibilities
Organisational
- Support the APM to develop, review and update practice policies and procedures.
- Work in conjunction with the APM and partners to ensure and maintain CQC compliance and high standards.
- Work with internal teams to ensure key documents are updated and circulated regularly e.g. staff and telephone lists.
- Develop and maintain effective communication within the practice.
- Manage the significant events log on an ongoing basis.
- Create and circulate agendas and take minutes for clinical and other meetings.
- Order stationery and supplies.
- Handles first stage of patient complaints.
- Liaising with the PCN, take ownership of the extended access clinic rotas.
- Adding GP clinical rotas to SystmOne.
- Undertake searches in SystmOne to support claims for reimbursement for the cost of purchasing drugs and vaccines for personal administration.
Human Resources
- Assist the APM in recruitment and retention of non-clinical staff.
- Assist the APM to arrange and implement staff inductions and training.
- Ensure all administrative staff training is up to date.
- Assist the APM with supervision responsibilities for the reception team with scope to take ownership of the reception supervision following a successful probation period.
- Assist the APM with reception rota management.
- In conjunction with APM, manage reception holiday requests and sickness absences, reporting the same to the APM at the end of each month for payroll purposes.
- Assisting the APM with return to work interviews.
- Assisting the APM with monthly reception job chats.
- Assisting with reception annual appraisals.
- On an ad hoc basis, assist the APM with the booking of locum GP's.
Information Technology and data/reporting
- Troubleshoot IT problems promptly and efficiently, with internal support or via the practice IT support.
- Liaise with clinical system suppliers and the IT support services on the replacement, maintenance and repair of hardware and software, ensuring that the practice receives the optimum service and performance from the systems.
- Support the APM to ensure that practice policies and procedures meet the requirement of GDPR regulations.
Patient and Community Services
- Support the Reception team and APM to manage an effective appointments system.
- Liaise with the practices Patient Participation Group (PPG), attending PPG meetings with the APM.
- In conjunction with the APM, review and update the practice website.
- Implement and maintain systems to receive patient enquiries and suggestions including required patient surveys.
Premises and Equipment
- Ensure that staff are aware of security and fire procedures.
- Report any repairs to the facilities helpdesk as necessary.
Job description
Job responsibilities
Principal responsibilities
Organisational
- Support the APM to develop, review and update practice policies and procedures.
- Work in conjunction with the APM and partners to ensure and maintain CQC compliance and high standards.
- Work with internal teams to ensure key documents are updated and circulated regularly e.g. staff and telephone lists.
- Develop and maintain effective communication within the practice.
- Manage the significant events log on an ongoing basis.
- Create and circulate agendas and take minutes for clinical and other meetings.
- Order stationery and supplies.
- Handles first stage of patient complaints.
- Liaising with the PCN, take ownership of the extended access clinic rotas.
- Adding GP clinical rotas to SystmOne.
- Undertake searches in SystmOne to support claims for reimbursement for the cost of purchasing drugs and vaccines for personal administration.
Human Resources
- Assist the APM in recruitment and retention of non-clinical staff.
- Assist the APM to arrange and implement staff inductions and training.
- Ensure all administrative staff training is up to date.
- Assist the APM with supervision responsibilities for the reception team with scope to take ownership of the reception supervision following a successful probation period.
- Assist the APM with reception rota management.
- In conjunction with APM, manage reception holiday requests and sickness absences, reporting the same to the APM at the end of each month for payroll purposes.
- Assisting the APM with return to work interviews.
- Assisting the APM with monthly reception job chats.
- Assisting with reception annual appraisals.
- On an ad hoc basis, assist the APM with the booking of locum GP's.
Information Technology and data/reporting
- Troubleshoot IT problems promptly and efficiently, with internal support or via the practice IT support.
- Liaise with clinical system suppliers and the IT support services on the replacement, maintenance and repair of hardware and software, ensuring that the practice receives the optimum service and performance from the systems.
- Support the APM to ensure that practice policies and procedures meet the requirement of GDPR regulations.
Patient and Community Services
- Support the Reception team and APM to manage an effective appointments system.
- Liaise with the practices Patient Participation Group (PPG), attending PPG meetings with the APM.
- In conjunction with the APM, review and update the practice website.
- Implement and maintain systems to receive patient enquiries and suggestions including required patient surveys.
Premises and Equipment
- Ensure that staff are aware of security and fire procedures.
- Report any repairs to the facilities helpdesk as necessary.
Person Specification
Experience
Essential
- Experience of working in General Practice
- SystmOne experience
Desirable
- Supervisory experience
- Experience leading a team
Qualifications
Essential
- GCSE A - C in English and Mathematics
Person Specification
Experience
Essential
- Experience of working in General Practice
- SystmOne experience
Desirable
- Supervisory experience
- Experience leading a team
Qualifications
Essential
- GCSE A - C in English and Mathematics
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.
