Personal Assistant to Practice Manager

Huddersfield Road Surgery; Barnsley; On-site; GBP 24,000 - 28,000; Full time

Job summary

Huddersfield Road Surgery in Barnsley is seeking a proactive Personal Assistant to support the Practice Manager with administration, governance and CQC compliance. You will lead a small team, manage meetings, maintain documentation and coordinate training and staff records within a 12,500 patient training practice.

The role requires confidentiality and strong communication skills to interact with staff, patients and external agencies, ensuring smooth operation and governance standards are met.

Qualifications

• Experience in NHS settings and administration support.
• Proven ability to lead a small team and maintain records.
• Strong communication, governance and confidentiality awareness.
• Familiarity with GP practice administration and IT systems.

Responsibilities

• Provide day-to-day support to the Practice Manager.
• Coordinate meetings, agendas, minutes and interviews.
• Prepare reports, surveys, spreadsheets and correspondence.
• Maintain accurate records and documentation.
• Support governance and CQC related work.
• Oversee staff records, references and induction planning.
• Organise training and ensure up-to-date staff development.
• Liaise with staff, patients and external agencies professionally.

Skills

Team leadership

Administration

Communication

Time management

Confidentiality

IT systems

Problem solving

Education

GCSE English and Maths

Tools

Emis Web

Job description

We are a 12,500 patient training practice that is looking for someone enthusiastic, positive with a can do attitude and some team leading experience to join our team.

If you are able to..

- work on your own initiative and as part of a team

- solve problems and issues that may arise

- bring a positive attitude, ideas and enthusiasm

- lead a team of staff

- work with a variety of issues which include - IT, estate issues, ordering supplies as well as administration in many areas

Then this could be the job for you!!

Main duties of the job

The personal assistant would be able to provide administrative, operational, governance support with the Practice Manager to ensure the smooth operation of the practice.

The personal assistant will undertake a wide range of duties during their working days which will always include administration. But also working on governance and compliance, which also includes assisting the manager with CQC requirements.

They will also deal with a wide variety of systems to ensure complaints, significant events, training and meeting minutes are up to date as well as, ensuring all staff are up to date with their training and following up where necessary.

The person taking this role needs to be very aligned with confidentiality, professional and have the ability to communicate with a wide variety of people.

About us

We are a 12,500 patient, training practice that has a management team that consists of a Practice Manager, Business Manager and a Lead Nurse

We have 6 partners, 6 nurses, a healthcare assistant as well as a nurse assosciate.

We also have administrators and staff that work with us from the PCN which include care co-ordinators, health and wellbeing coach, pharmacy technicians and a first contact practitioner.

Job responsibilities

- Provide day to day support to the Practice Manager

- Co-ordinate meetings, appraisals, agendas, meeting minutes and job interviews

- Prepare reports, complete surveys, spreadsheets and correspondence

- Maintain accurate records and documentation

- Support with any governance and CQC related work

- Ensure all staff records are kept up to date

- Work with staff teams to ensure new staff members have references and any other documentation needed for their start date including an induction plan. Also apply for DBS checks where necessary

- Update and organise any training needed for staff, including booking staff onto any training that they may need for their role.

- Complete any actions that may be needed from the ICB/PCN to ensure they are up to date

- Send out any email information that may be needed for all staff or certain team members, so that they are kept up to date

- Develop effective working relationships with staff, patients and any external agencies

- Work with the Patient Services Lead to ensure patients needs are met

- Communicate professionally both in person and via email and telephone

- Ordering any supplies or equipment when needed to ensure we always have what is needed.

- To lead a small team, ensuring that they have regular meetings to ensure that the team is working well.

- Ensure that they adhere to all practice policies and procedures

- Manintain confidentiality at all times in accordance with GDPR, the data protection act and NHS guidelines.

- Ensure their own training and development is up to date and complete any training where necessary

- Undertake any other duties that are appropriate to the role as delegated to them by the Practice Manager, management team or the partners.

Person Specification

Experience

• - Experience of working within the NHS
• - Experience of administration support
• - Experience of leading a small team
• - Experience of maintaining accurate records
• - Experience of preparing reports
• - Experience of working within a GP Practice
• - Experience in working with Emis Web
• - Experience in dealing with complaints

Skills & Knowledge

• - Excellent time management and organisational skills
• - Strong verbal and written communication skills
• - Ability to prioritise tasks
• - Ability to work both on own and as part of a team
• - Professional
• - Understanding of GP Practice/Primary Care

Qualifications

• - GCSE Grade A to C in English and Maths