PA to Practice Manager

Integrated Care System; Gloucester; On-site; GBP 25,000 - 35,000; Full time

Job summary

A large GP Practice in Gloucester is seeking an experienced Personal Assistant (PA) to support the Practice Manager. The role involves administrative support, effective communication, and project coordination to enhance practice efficiency and patient care. Strong organisational and interpersonal skills are essential for success in this multifaceted position.

Qualifications

• Prior experience in a similar role would be advantageous.
• Experience of working in a healthcare setting is beneficial.

Responsibilities

• Supporting the Practice Manager with projects and procedures.
• Coordinating the practice diary and meeting arrangements.
• Maintaining accurate records and managing communications.

Skills

Strong administrative and organisational skills

Excellent communication and interpersonal skills

Proficiency in Microsoft Office (Word and Excel)

Ability to work independently and as part of a team

Discretion and confidentiality

Job description

We are seeking an experienced PA or Administrator to support our Practice Manager in the effective administration andmanagement of the practice. The PA tothe Practice Manager will work under the direction of the Practice Manager, strivingto enhance a number of key systems in both clinical and administrativeareas.

The PA will champion qualityand improvement, confidentiality, collaborative working, service delivery,learning and development, promoting a positive working environment.

Main duties of the job

The following are the core responsibilities of the PA to PracticeManager. There may be, on occasion, arequirement to carry out other tasks. This will be dependent upon factors suchas workload and staffing levels:

a.Supporting the Practice Manager asrequired with projects, systems and procedures

b.Undertaking tasks as directed by the PracticeManager in areas of change management and continuous improvement

d.Contributing to the development,implementation and embedding of an effective practice training programme forall staff

e.Providing administrative support forcompliance registers, supporting the Practice Manager

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

g.Coordinating internal and externalmeeting arrangements, preparing agendas and producing minutes for meetings

h.Supporting the Practice Manager in themarketing of the practice

i.Drafting of the practice newsletter ona quarterly basis

j.Supporting the Practice Manager in themaintenance of the practice and NHS Choices website.

k.Effective monitoring of the Friendsand Families Test

l.Inconjunction with the Practice Manager, setting and monitoring performancetargets, identifying areas for improvement to enhance our services for our patient

About us

Weare a large GP Practice caring for over 19,000 patients in Abbeydale, on theoutskirts of Gloucester. We have an extensive multi-disciplinary team thatincludes GPs, Advanced Nurse Practitioners, Pharmacists, Pharmacy Technicians,Physiotherapists, Mental Health Nurses, Practice Nurses, Health CareAssistants, Social Prescribers, Patient Advisers, and Administrators. We arefortunate to operate from a modern, purpose-built building that will help usmeet the future clinical needs of our patient population.

Job responsibilities

The Personal Assistant (PA) to the Practice Manager will provide administrative and organisational support to the Practice Manage, ensuring the smooth running of the practice.This role involves a wide range of tasks, including communication, record keeping, and project coordination, with the goal of enhancing efficiency and supporting patient care.

Here's a more detailed breakdown of the responsibilities. Please also see the attached Job Description:

Administrative Support:

Diary Management:

Managing the Practice Manager's schedule, scheduling meetings, and coordinating appointments.

Document Management:

Organising and maintaining files, both physical and digital, and ensuring proper documentation of important information.

Handling incoming and outgoing communications, including emails, letters, and phone calls.

Meeting Support:

Preparing agendas, taking minutes, and distributing materials for meetings.

Report Preparation:

Assisting in the preparation of reports and presentations.

Data Management:

Maintaining accurate records of staff, patient information, and other relevant data.

Communication and Coordination:

Internal Communication:

Facilitating communication between the Practice Manager and other staff members, ensuring information is disseminated effectively.

External Communication:

Liaising with external stakeholders, such as commissioners, patients, and other healthcare providers.

Assisting with patient queries and feedback.

Project Coordination:

Supporting the Practice Manager in the planning, execution, and monitoring of various projects.

Other Key Responsibilities:

Staff Support:

Assisting with staff training, development, and performance management.

General Practice Support:

Undertaking any other tasks as directed by the Practice Manager to support the efficient running of the practice.

Skills and Experience:

• Strong administrative and organisational skills.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office (Word and Excel) and other relevant software.
• Ability to work independently and as part of a team.
• Discretion and confidentiality.
• Prior experience in a similar role would be advantageous.

Person Specification

Skills and Personal Qualities

• - Excellent communication skills (written, oral and presenting)
• - Strong IT skills including use of Microsoft Word and Excel
• - Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
• - Effective time management (planning and organising)
• - Ability to motivate staff
• - Polite and confident
• - Flexible and cooperative
• - Excellent interpersonal skills
• - Maintain confidentiality at all times
• - Motivated and proactive
• - Ability to use initiative and judgement
• - Forward thinker with a solutions focused approach
• - High levels of integrity and loyalty
• - Ability to work under pressure
• - Confident, assertive and resilient
• - Ability to support change effectively
• - Proven problem solving and analytical skills

Experience

• Experience of working as an administrator and/ or PA
• Experience of working with the general public
• Experience of working in a healthcare setting
• Experience of working in multidisciplinary teams
• NHS/Primary Care/general practice experience

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.