Management Assistant

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

Job summary

A healthcare organization in the UK is seeking a motivated Management Assistant to support the management team in ensuring compliance and smooth operation of practice duties. The ideal candidate will have excellent organisational skills and will assist with compliance, health and safety, HR administration, and general management support within a friendly healthcare environment.

Qualifications

• Understanding of confidentiality and data protection.
• Working knowledge of CQC compliance standards.
• Experience in an administrative role.

Responsibilities

• Support compliance with CQC standards and prepare for inspections.
• Assist with HR processes including recruitment.
• Maintain up-to-date practice policies and procedures.

Skills

Organisational skills

Attention to detail

Communication skills

Problem-solving skills

Education

GCSE or equivalent in English and Maths

Tools

Microsoft Office (Word, Excel, Outlook)

Job description

We are seeking an organised and motivated Management Assistant to support our management team in ensuring the smooth, safe, and compliant running of the practice. The role involves assisting with compliance, health & safety, HR administration, audits, and general management support. This is an excellent opportunity for someone with strong administrative skills and attention to detail to contribute to high-quality patient care in a friendly GP practice environment.

Main duties of the job

1. Compliance, CQC, andGovernance

Support the management team in ensuring practice compliance with CQC standards.

Maintaining policies, procedures, and risk assessments.

Preparing for audits, monitoring mandatory training, and managing the practices compliance tracking systems.

Assisting with patient surveys.

Maintaining the business continuity plan.

2. Health and Safety

Help maintain health and safety compliance, coordinate checks and servicing (fire, PAT, alarms, heating, legionella).

Manage key and alarm access.

3. Human Resources

Assist with HR processes including recruitment, staff records, DBS checks, and workforce reporting updates.

4. Information Governance/ IT

Support information governance, GDPR, DPIAs, IT issues, and updates to the website/social media.

Supportthe management of patient complaints in accordance with the practice complaintsprocedure.

6. Project Support

Support the management team in planning and delivering new projects and campaigns.

7. Finance andGeneral Office Duties

Oversee petty cash, maintain supplies, and perform general administrative duties.

About us

Team Northlands is a busy, friendly and supportive training practice in the heart of beautiful Wiltshire. For more information about us and our services, please go to www.northlands-surgery.co.uk

• Growing GMS practice with 13,850 patients
• Good CQC rating
• High QOF achievement
• Experienced clinical team
• Actively involved in our ICB and PCN
• Thriving Patient Participation Group
• Independent pharmacy attached.

Job responsibilities

Key Responsibilities:

1. Compliance, CQC, andGovernance

Supportthe management team in maintaining compliance with CQC standards and inpreparing for inspections.

Maintainup-to-date practice policies, protocols, and procedures, ensuring scheduledreviews are completed.

Supportinternal and external audits, including gathering and organising requireddocumentation and evidence.

Assistwith the monitoring and reporting of mandatory training compliance.

Supportthe management team in quality improvement and risk management, ensuring auditand incident actions are followed up.

Maintainthe Practice Index hub and other compliance tracking systems.

Assistwith the annual patient survey and collation of patient feedback.

Maintainand update the business continuity plan.

2. Health and Safety

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

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

Coordinateannual servicing and maintenance (PAT testing, emergency lighting, fire andintruder alarms, heating, automatic doors, air conditioning, etc).

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

Ensurelegionella and fire safety checks are completed and recorded.

3. Human Resources

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

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

Ensureworkforce information is kept up to date on NWRS.

4. Information Governance/ IT

Assistwith Data Protection Impact Assessments (DPIAs) and GDPR mapping.

Supportcompletion of the Data Security and Protection Toolkit.

Assistwith updating Privacy Notices and maintaining IG compliance.

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

Supportupdates to the practice website and social media pages.

Supportthe management of patient complaints in accordance with the practice complaintsprocedure.

6. Project Support

Supportthe management team in planning and delivering new projects or initiatives.

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

7. Finance and GeneralOffice Duties

Managepetty cash.

Ensureoffice and kitchen supplies are maintained.

Carryout general administrative duties to support smooth day-to-day operations.

Person Specification

Knowledge

• Understanding of the need for confidentiality and data protection. Awareness of health and safety in the workplace.
• Working knowledge of CQC compliance standards and NHS policies.
• Awareness of risk assessment processes and quality improvement principles.

Skills and Abilities

• 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.
• Ability to interpret and summarise compliance or audit findings.

Qualifications

• Good general education (GCSE or equivalent in English and Maths).
• Evidence of ongoing personal development.
• Health and Safety or Compliance-related training/certification.

Experience

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

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