Management Assistant

Balmore Park GP Surgery; Reading; On-site; GBP 25,000 - 35,000; Full time

Job summary

A GP practice in Reading is seeking a dedicated operations coordinator to assist in managing office procedures and compliance. The role involves coordinating risk assessments, maintaining databases, and handling correspondence. The ideal candidate has strong organisational and communication skills, proficiency in Microsoft Office, and preferably experience in a healthcare setting. Join a supportive team focused on operational excellence.

Qualifications

• Must be able to navigate excel spreadsheets with ease.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint).
• Experience in an administrative role preferred.

Responsibilities

• Manage and coordinate risk assessments.
• Oversee and ensure smooth operation of office systems.
• Handle incoming and outgoing correspondence.
• Ensure HR processes are compliant and maintained.
• Maintain and update company databases and records.

Skills

Proficient in Microsoft Office Suite

Strong organisational skills

Excellent written and verbal communication

Ability to handle confidential information

Attention to detail

Practical in finding solutions

Team player

Tools

Excel

EMIS web

Job description

To assistthe Operations Manager in ensuring that we are CQC compliant and that alloperational issues are dealt with in a timely manner.

Main duties of the job

• Manageand coordinate risk assessments
• Oversee and ensure the smooth operation of office procedures
• Handle incoming and outgoing correspondence, including emails, letters andphone calls
• Coordinate meetings and appointments
• Ensure HR including recruitment, onboarding and induction is compliant andfiled correctly
• Ensurethat mandatory staff training is kept up to date and all records are stored securely
• Work closely with the Operations Manager to ensure that for all heath and safety matters, we are working within the applicable regulatory frameworks
• Maintainand update company databases and records including medical calibration and PATtesting
• Liaise, as necessary, with utility companies in event of any issues
• Conduct water checks regularly and waste audits as needed
• Responsible for ordering all consumables as well as distributing kitchen and janitorial supplies between clinical and non clinical areas.
• Maintain standards of cleanliness and tidiness in the surgery and car park
• Liaisewith the cleaners ensuring that COSHH legal requirements are complied with
• Liaise with the Handyman on all maintenance issues ensuring that records are kept of all work carried out

About us

Balmore Park Surgery is a supportive, training practice consisting of 11 GPs, 7 Nurses, 4 Advanced Nurse Practitioners, a Mental Health Practitioner, 3 HCAs and 2 Phlebotomists, in addition to a Pharmacy team consisting of 4 Pharmacists, 2 Pharmacy technicians and a prescriptions clerk.

Job responsibilities

• Manageand coordinate risk assessments
• Oversee and ensure the smooth operation of office systems and procedures
• Handle incoming and outgoing correspondence, including emails, letters andphone calls
• Coordinate meetings and appointments
• Ensure HR including recruitment, onboarding and induction is compliant andfiled correctly
• Ensurethat mandatory staff training including Health & Safety is kept up to dateand all records are stored securely
• Maintainand update company databases and records including medical calibration and PATtesting
• Conduct monthly water check and yearly waste audit
• Order kitchen consumables and keep stocked
• Maintain standards of cleanliness and tidiness in the surgery and car park

Person Specification

Qualifications

• - Must be able to navigate excel spreadsheets with ease

Experience

• - Proficient in Microsoft Office Suite (Word, Excel, PowerPoint)
• - Proven experience in an administrative role
• - Strong organisational and time management skills
• - Excellent written and verbal communication skills
• - Ability to handle confidential information with discretion
• - Attention to detail and accuracy in work
• - Practical and resourceful in finding solutions to operational issues
• - Able to climb stairs multiple times a day, as necessary
• - Used to working as part of a team
• - Confident dealing with all levels of staff internally
• - Self assured in dealing with external contractors
• - Other tasks as reasonably requested by the Practice Management team
• - Worked previously in a GP Practice
• - Previous work in health care setting would be of benefit as would knowledge of the CQC
• - Have experience of EMIS web

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.