Management Assistant

Job description

Job responsibilities

Key Responsibilities:

1. Compliance, CQC, and Governance

Support the management team in maintaining compliance with CQC standards and in preparing for inspections.

Maintain up-to-date practice policies, protocols, and procedures, ensuring scheduled reviews are completed.

Support internal and external audits, including gathering and organising required documentation and evidence.

Assist with the monitoring and reporting of mandatory training compliance.

Support the management team in quality improvement and risk management, ensuring audit and incident actions are followed up.

Maintain the Practice Index hub and other compliance tracking systems.

Assist with the annual patient survey and collation of patient feedback.

Maintain and update the business continuity plan.

2. Health and Safety

Assist the management team in monitoring compliance with health and safety legislation, including maintaining and updating risk assessments.

Ensure required checks and records are maintained (fire safety, COSHH, DSE, first aid, etc).

Coordinate annual servicing and maintenance (PAT testing, emergency lighting, fire and intruder alarms, heating, automatic doors, air conditioning, etc).

Maintain the key register and alarm code records, ensuring correct access levels.

Ensure legionella and fire safety checks are completed and recorded.

3. Human Resources

Support recruitment processes, including placing adverts, issuing information packs, and arranging interviews.

Maintain accurate HR documentation (job descriptions, employment contracts, DBS checks, indemnity insurance, professional registrations).

Ensure workforce information is kept up to date on NWRS.

4. Information Governance / IT

Assist with Data Protection Impact Assessments (DPIAs) and GDPR mapping.

Support completion of the Data Security and Protection Toolkit.

Assist with updating Privacy Notices and maintaining IG compliance.

Provide basic IT support to staff, liaising with the ICB IT department as needed.

Support updates to the practice website and social media pages.

5. Patient Services

Support the management of patient complaints in accordance with the practice complaints procedure.

6. Project Support

Support the management team in planning and delivering new projects or initiatives.

Provide administrative support for practice campaigns (e.g. annual flu campaign).

7. Finance and General Office Duties

Manage petty cash.

Ensure office and kitchen supplies are maintained.

Carry out general administrative duties to support smooth day-to-day operations.

Person Specification

Knowledge

Essential

• Understanding of the need for confidentiality and data protection. Awareness of health and safety in the workplace.

Desirable

• Working knowledge of CQC compliance standards and NHS policies.
• Awareness of risk assessment processes and quality improvement principles.

Skills and Abilities

Essential

• Excellent organisational and time-management skills.
• Strong attention to detail and accuracy.
• Ability to prioritise workload and work independently.
• Confident communicator with staff at all levels.
• Good problem-solving skills and initiative.

Desirable

• Ability to interpret and summarise compliance or audit findings.

Qualifications

Essential

• Good general education (GCSE or equivalent in English and Maths).
• Evidence of ongoing personal development.

Desirable

• NVQ Level 3 (Business Administration) or equivalent qualification.
• Health and Safety or Compliance-related training/certification.

Experience

Essential

• Experience working in an administrative role.
• Experience maintaining accurate records and managing documentation. Experience using Microsoft Office (Word, Excel, Outlook).

Desirable

• Previous experience in a GP practice or healthcare environment. Experience supporting compliance, governance, or audit processes. Experience in HR administration or recruitment support.
• Experience with information governance, GDPR, or CQC requirements.

Personal Qualities

Essential

• Reliable, adaptable, and proactive approach to work.
• Team player with a positive and professional attitude.
• Commitment to maintaining high standards of quality and compliance.

Desirable

• Interest in developing knowledge of CQC, governance, or quality improvement.

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

Northlands Surgery

Address

Northlands Surgery

North Street

Calne

Wiltshire

SN11 0HH

Employer's website

https://www.northlands-surgery.co.uk/ (Opens in a new tab)