PA to Management Team

Job description

Job responsibilities

The following are the core responsibilities of the Practice Management Support Officer. 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. Support the Practice Management team as required with projects, systems and procedures

b. Undertake tasks as directed by the Practice Management team in areas of change management and continuous improvement

c. Provide key performance information as requested

d. Support the Practice Management team in monitoring compliance with health and safety legislation, providing leadership and direction for staff

e. Provide administrative support for compliance registers e.g. DBS checks etc

f. Coordinate the practice diary, ensuring meetings are scheduled appropriately

g. Coordinate internal and external meeting arrangements, preparing agendas and producing minutes for meetings

h. Draft the practice newsletter on a monthly basis

i. Arrange, support and attend quarterly PPG meetings, including preparing agendas and producing minutes, with meetings taking place in the evening.

j. Support the Practice Management team in the maintenance of the practice.

k. Support all clinical staff with general administrative tasks as requested

l. Act as point of contact for NHS E, ICB, community services, suppliers and other external stakeholders in the absence of the Practice Management team.

m. Lead on administrative duties for staff recruitment and offboarding, ensuring smooth processes for joining and leaving employees.

n. Support the Practice Management team in the reviewing and updating of practice policies and procedures

o. Assist in taking initial information on patient complaints, ensuring accurate documentation and prompt escalation where required

p. Represent the practice locally as required

q. Welcome and show visitors around the practice, providing a professional and informative introduction.

r. Manage the practices alerts process, ensuring timely review and appropriate action on all notifications

s. Manage the practices generic email inbox, ensuring timely responses and effective communication.

t. Assist with invoicing and ordering duties to support efficient financial and administrative operations

Person Specification

Qualifications

Essential

• A good standard of education, with an expectation of
• having both GCSE Maths and English at Grade C or
• above

Desirable

• IEAA (or equivalent) Accredited Level 3 Diploma in
• Personal Assistant Skills

Experience

Essential

• Working with the general public
• Working in a healthcare setting

Desirable

• Secretarial work, including producing agendas and
• minutes for meetings
• Experience in producing invoices and use of accounts
• packages

Other

Essential

• Disclosure Barring Service (DBS) check
• Access to own transport and ability to travel across
• locality on a regular basis
• Flexibility to work outside core office hours

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

Vale Medical Group

Address

Long Clawson Medical Practice

The Sands

Long Clawson

Melton Mowbray

Leicestershire

LE14 4PA

Employer's website

https://www.valemedicalgroup.co.uk/ (Opens in a new tab)