Personal Assistant - Administrative

NHS; Lowestoft; On-site; GBP 22,000 - 28,000; Full time

Job summary

An NHS practice seeks a proactive Personal Assistant to support the management team and GP Partners. The successful candidate will manage complex diaries, coordinate meetings, and provide essential administrative support in a fast-paced environment committed to delivering high-quality patient care.

Qualifications

• Proven administrative or secretarial qualification or relevant experience.
• Experience of working in a healthcare or NHS setting.
• Excellent written and verbal communication skills.

Responsibilities

• Provide administrative and secretarial support to Practice Management Team & GP Partners.
• Manage diaries, coordinate meetings, and prepare correspondence.
• Handle incoming queries and maintain confidential records.

Skills

Organisational skills

Communication skills

Attention to detail

Education

GCSEs in English and Mathematics at Grade C/4 or above

NVQ Level 3 in Business Administration

Tools

Microsoft Office

SystmOne

Job description

We are seeking a proactive, organised and highly efficientpersonal assistant to support our management team and GP Partners. This is avital role ensuring smooth day-to-day operations through effectiveadministration and excellent communication skills. The successful candidate will support tomaintain practice efficiency by handling a variety of administrative tasksenabling the practice management team to focus on delivering exceptionalpatient care and maintaining high operational standards.

The role will require you to work closely with colleaguesacross all areas of the practice including GPs, practice nurses, administrativeand reception teams as well as liaising with a range of external organisations,such as NHS bodies, secondary care providers, and local community services.

You will manage complex diaries, coordinate meetings,prepare correspondence, and deal with incoming queries professionally andefficiently. Given the busy and dynamic nature of primary care, you will needto be highly organised, adaptable, and able to work calmly under pressure whilealways maintaining strict confidentiality.

The successful candidate will demonstrate a strong sense ofinitiative, attention to detail, and the ability to manage multiple prioritiesand deadlines. This is an ideal role for someone who enjoys a fast-pacedenvironment and is committed to supporting the team to achieve the bestpossible outcomes for our patients and the smooth day-to-day running of thepractice.

Main duties of the job

• Provide dedicated administrative and secretarial support Practice Management Team & GP Partners.
• Manage and maintain diaries, scheduling appointments, meetings, and events efficiently.
• Prepare agendas, papers, and take accurate minutes at practice and team meetings, ensuring follow-up on action points.
• Draft, format, and proofread correspondence, reports, presentations, and other key practice documents.
• Handle incoming phone calls, emails, and post, responding promptly and professionally or redirecting as appropriate.
• Liaise with NHS bodies, secondary care providers, community services, and other stakeholders on behalf of the practice.
• Maintain and organise confidential files and records, ensuring compliance with data protection and confidentiality guidelines.
• Support HR administration processes, including recruitment paperwork, training records, and staff files.
• Coordinate practice-wide administrative tasks, including stationery supplies, equipment maintenance, and room bookings.
• Assist in the implementation of new practice policies, protocols, and initiatives as required.
• Work collaboratively with the wider administrative and clinical teams to ensure the smooth running of day-to-day practice operations.
• Support with the onboarding of new staff, managing DBS records and induction plans.
• Undertake any other administrative duties commensurate with the level of the role as requested by senior management.

About us

High Street Surgery is a well-established, forward-thinkingGP practice delivering high-quality care to a diverse patient population ofapproximately 12,000. We are a proud training practice, actively involved inthe development of future GPs and healthcare professionals through oursupportive, education-focused environment.

We are pleased to hold a Good rating from the Care QualityCommission (CQC), reflecting our commitment to safe, effective, and responsivecare. This rating is a testament to our high standards and patient-firstapproach.

Our practice is built on a foundation of positive cultureand teamwork. We promote an inclusive, respectful, and collaborative workingenvironment where staff are supported, valued, and encouraged to growprofessionally. Open communication, shared learning, and staff wellbeing arecentral to how we operate day to day. High Street Surgery employs 38 staffmembers including both clinical and non clinical staff.

With a wide range of services including chronic diseasemanagement, preventative care, minor surgery, and health promotion, The Surgeryis dedicated to delivering compassionate, evidence-based care that meets theneeds of our community.

Job responsibilities

Provide complex diary management, arranging of meetings, appointments, and interviews as required.

To prepare and type agendas and take, type and distribute minutes of meetings.

To be responsible for the preparation and circulation of meeting information and agendas.

Maintain and develop a variety of systems to effectively manage workloads.

To provide administrative support for booking of rooms and arranging meetings, including the preparation of meetings, event planning and organising.

To maintain internal filing systems aligned in accordance to the non clinical records management.

Answer the telephone when PM absent from desk, passing on clear messages and information

Manage GP Net planning appraisals, HR checks. Meetings/risk assessments/policies.

Organising and liaising with Patient Participation Group.

To maintain and organise internal databases

To order and maintain equipment stocks, to check, prepare for authorisation and distribute equipment orders.

General administration details such as shared responsibility for the collection and distribution of all post, send and receive emails and photocopying.

Receiving and greeting visitors.

To work as part of a team and closely with Practice Administrator to support in times of absence.

Any other duties which may reasonable be required from time to time.

Person Specification

Qualifications

• GCSEs (or equivalent) in English and Mathematics at Grade C/4 or above.
• Proven administrative or secretarial qualification (e.g. NVQ Level 3 in Business Administration, Level 3 Diploma in Secretarial Studies, or similar), or equivalent relevant experience.
• Competent in the use of IT systems including Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Excellent written and verbal communication skills.
• Demonstrable experience of working in a confidential environment, with an understanding of data protection and confidentiality requirements.
• Experience of working in a healthcare or NHS setting.
• Familiarity with clinical IT systems e.g. SystmOne.
• Training in minute-taking or diary management.

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.