Management Assistant

Allscreens Nationwide Ltd; Daventry; On-site; GBP 28,000 - 36,000; Full time

Job summary

Allscreens Nationwide Ltd is seeking an experienced Practice Administrator to support daily operations at a GP practice in Daventry. You will handle staff and patient queries, manage complaints, and assist with financial tasks including payroll on Sage and Nest pension administration.

The role requires coordinating with the Management Team and GPs, maintaining Practice Index records, and contributing to monthly reporting and newsletters to enhance patient engagement.

Responsibilities

• First point of contact for staff and patient queries.
• Manage written and verbal patient complaints and liaise with Management Team and GPs.
• Complete quarterly complaints report for Management Team meetings and annual return.
• Record and circulate positive feedback from patients.
• Assist with payroll input onto Sage and manage the Nest pension scheme.

Job description

DUTIES TO INCLUDE

1. First point of contact for staff and patient queries.
2. To promote and maintain positive promotion of services offered.
3. Management of written and verbal patient complaints, including zero tolerance letters, liaising with the Management Team and GPs as necessary.
4. Completion of quarterly complaints report for discussion at Management Team meetings and submission of annual return.
5. Recording and circulation of positive feedback from patients.
6. Production of quarterly patient newsletter.
7. Compilation of the weekly rota for internal circulation.
8. Redirections of results, notifications and tasks for GPs on leave.
9. CQC administration and KLOES, ensuring tasks and action points are completed, as guided.
10. Primary Care Network administration and associated workload.
11. Schedule audits in conjunction with the Management Team and ensure all are logged on Practice Index.
12. Significant Event analysis administration.
13. Requesting DBS Checks for staff as directed.
14. Maintenance of the telephone system ensuring prompts are updated, patient flow is maximised, adding closed dates, etc.
15. Responsible for the maintenance and administration of Practice Index in accordance with management guidelines including uploading policies, logging of clinical registrations etc.
16. Organisation of staff and GP meetings, including preparation of agenda, action point lists and minute taking.
17. To assist with clinical rotas in SystmOne as directed, including weekly holding of slots and amending screens as and when changes occur.
18. Administration for the GP Trainers, Registrars and Students including: rotas, logging leave/absences on ESR, liaising with the Lead Employer, booking rooms, and administration for quarterly meetings.
19. Check in/issue Doctors Bags for Registrars.
20. Assist with the recruitment of new staff, including placing advertisements, co-ordination of interviews and liaison with candidates.
21. Check staff absence line and take appropriate action as necessary.
22. Validation of GP leave between rota book and Practice Index.
23. Production and maintenance of generic documents.
24. Assist with keeping the website and other information for patients up to date.
25. Collate, record and circulate Friends and Family results.
26. Training staff and GPs as directed. Producing and updating the annual mandatory training and Protected Learning Time schedule. Allocating training courses to staff and ensuring completion.
27. Organisation of social events and gifts as necessary.
28. Check credit and any undeliverable items on the postage portal.
29. Ensuring premises checks are undertaken, such as fire alarms, legionella testing, panic alarms, fire door checks, calibration of equipment, health and safety checks etc, either organising for external companies, Practice Administrator or yourself to complete in accordance with the schedules.
30. Liaison with external contractors to arrange cleaning, building and maintenance work as necessary.
31. Assist with the Practice accounts, inputting payroll onto Sage, management of NEST pension scheme, and preparing the monthly suppliers payments using Xero.
32. Updating the on-line Workforce Reporting return on a monthly basis.
33. Any other duties that may be required and agreed by the Management Team and GPs