Administrative Assistant to the Business Manager

NHS; Faversham; On-site; GBP 25,000 - 30,000; Full time

Job summary

A public healthcare organization is seeking an Administrative Assistant to support Business Managers with daily activities and to ensure quality standards. The role involves managing data, assisting in health and safety compliance, and performing various administrative duties. Candidates should have GCSEs in English and Maths, experience in administration, and familiarity with clinical software. Competitive salary and a supportive team environment offered.

Qualifications

• Basic or intermediate level of skill with use of email and the internet.
• Ability to carry out complex administration and record keeping in an office environment.
• Experience in primary care/NHS/caring profession.

Responsibilities

• Assist the Business Managers in implementing and leading health and safety policies.
• Provide support in project work and manage key systems and procedures.
• Maintain knowledge of Health and Safety policies and ensure compliance.

Skills

Excellent organisational and problem solving skills

Excellent literacy skills

Ability to deal with external organisations

Good communicator (verbal & written)

Education

GCSE grade A to C in English and Maths

Tools

EMIS clinical software

Microsoft Word

Microsoft Excel

Job description

Administrative Assistant to the Business Manager

This is a role established to support the BusinessManagers in carrying out day-to-day activities and to provide a source ofadvice in the event of their absence.

The post-holder will work closely with, and underthe direction of, the Business Managers to improve standards across a widerange of clinical and administrative activity.

To work with the Business Managers to ensure thatthe Practice fulfils its Care Quality Commission (CQC) requirements and staffreceive all necessary training.

To undertake a variety of administrative andsecretarial duties on behalf of the Business Managers.

The role will be based at Newton Place Surgery but the successful applicant will be expected to provide cross cover to Faversham Health Centre when required.

Main duties of the job

Provide support to the Business Managers inproject work, and in the running of key systems and procedures such asInformation Governance, Human Resources, Urgent Treatment Centre administration and Health and Safety.

Be responsible for the promotion, monitoring anddocumentation of performance and quality standards within the Practice, usingIT and manual solutions under the direction of the Business Managers. To becomefamiliar with all relevant aspects of the clinical software system and theirapplications.

Manage data quality issues, providing support andguidance to Practice staff in the use of the clinical system to promote qualityachievement.

Undertake specific assigned tasks, projectsupport, general administration or development work which may arise from timeto time.

Becomefamiliar with all national and local quality standards for primary care.

The post holder will beaware of the various statutory requirements and will assist in implementationas directed by the Business Managers. There is a need to work closely withnon-clinical and clinical staff to ensure the smooth running of the Practice,reporting any problems encountered to the relevant person.

Training requirements willbe monitored by yearly appraisal. Personal development will be encouraged andsupported by the Practice. It is the individuals responsibility to remain upto date with recent developments.

About us

Faversham Medical Group consists of 2 GP surgeries;Faversham Medical Practice and Newton Place Surgery. We also run an UrgentTreatment Centre based at Faversham Health Centre.

We are a friendly and supportive team.

Faversham is a beautiful, historic market town. It is closeto the vibrant city of Canterbury; just 60 miles from London and yet withineasy reach of attractive coastline areas and beaches.

Job responsibilities

The post-holder will assist the Business Managers in implementing and leading on the full range of promotion and management of their own and others health, safety and security as defined in the Practice Health & Safety policy, the Practice Health & Safety manual, and the Practice Infection Prevention and Control policy and published procedures. This will include:

• Maintain own knowledge and liaise with the Business Managers and others to update policies relating to Health and Safety and Infection Prevention and Control to ensure the Practice is compliant with current legislation and best practice.
• Assist the Business Managers to carry out regular reviews of Health and Safety, and other policies and to communicate changes effectively across the Practice.
• Assist the Business Managers to ensure that adequate fire prevention and security systems are in place and arrange all necessary safety checks and risk assessments, following up actions and obtaining all necessary information and ensuring good record keeping.
• Assist the Business Managers to ensure that staff and building occupants are aware of security and fire procedures and that these are correctly followed.
• Assist the Business Managers to carry out hazard spotting exercises and make effective use of training to ensure staff members take responsibility for their own and others health and safety across the workplace.
• Assist the Business Managers by carrying out any necessary risk assessments.

Please see job description for further details of the role.

Person Specification

Experience

• Basic or intermediate level of skill with use of email and the internet.
• Ability to carry out complex administration and record keeping in an office environment.
• Excellent organisational and problem solving skills.
• Excellent literacy skills.
• Ability to understand and learn new software and administrative procedures.
• Ability to deal with external organisations in a pleasant and professional manner.
• Ability to work with a wide variety of tasks.
• Accurate and thorough approach.
• Numerate, and IT literate, including use of Word and Excel to at least a basic-to-intermediate level.
• Good communicator (verbal & written) both upwards and downwards.
• Evidence of organisational skills.
• Experience in primary care/NHS/caring profession.
• Experience in using EMIS clinical software.
• Experience of dealing with members of the public.
• Previous experience in an analytical role.
• Knowledge of Health & Safety law

Qualifications

• GCSE grade A to C in English and Maths or equivalent level.

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.