Practice Business Assistant

Rothwell & Desborough Healthcare Group; Kettering; On-site; GBP 21,000 - 27,000; Full time

Benefits offered by this job

Onsite parking

Four weeks annual leave + bank-holiday

Job summary

Rothwell & Desborough Healthcare Group is seeking an organised, proactive Practice Business Assistant to support the smooth running of our busy GP practice across two sites. The role focuses on premises, maintenance, health and safety and compliance, working with the Practice Business Manager and wider team.

You will help keep both sites safe, well maintained and compliant with regulations while contributing to projects, onboarding new staff and managing administrative tasks across facilities

Qualifications

• Experience in administrative, facilities, estates health & safety or business support role.
• Good organisational skills and attention to detail.
• Ability to prioritise workload and work independently.
• Good communication and IT skills including Microsoft Office.

Responsibilities

• Carry out and recording routine fire alarm tests across both sites.
• Regular health and safety checks across Rothwell and Desborough Medical Centres.
• Monitor, maintain and update health and safety records, compliance documentation and relevant logs.
• Identify and report maintenance issues and liaise with contractors to arrange repairs.
• Assist with the coordination and monitoring of planned preventative maintenance (PPM).
• Support the management, maintenance and monitoring of practice premises, equipment and facilities.
• Maintain accurate maintenance schedules and ensure planned works are recorded.
• Assist with workplace risk assessments and documentation.
• Support environmental checks and ensure issues are reported and followed up.
• Assist with business continuity planning and emergency preparedness arrangements.
• Ensure facilities and health and safety documentation is up to date.

Skills

Organised

Prioritisation

Communication skills

Microsoft Office

Tools

Microsoft Office

Job description

Rothwell & DesboroughHealthcare Group is seeking an organised, proactive and reliable PracticeBusiness Assistant to support the smooth running of our busy two site GP practice.

The varied rolewill provide operational and administrative support to the Practice Business Managerand wider management team with a particular focus on premises, maintenance,health and safety and compliance.

The successful candidatewill help ensure that both practice sites remain safe, well maintained andcompliant with relevant regulations.

We are a largeforward thinking GP practice serving approximately 22000 patients acrossRothwell & Desborough and surrounding areas. We are looking for someone who enjoyspractical problem solving and working as part of a team.

Main duties of the job

Carry out and recording routine fire alarm testsacross both sites.

Completing regular health and safety checksacross both sites.

Monitor and maintaining health and safetyrecords and compliance logs.

Reporting maintenance issues and arrangingrepairs with contractors.

Assisting with the coordination of plannedpreventative maintenance

Supporting the management of premises equipmentand facilities

Assisting with workplace risk assessments andrelated documentation

Supporting environmental checks

Assisting with business continuity and emergencypreparedness arrangements

Manage patients complaints end-to-end, from initial contact andinvestigation through to resolution, communication with patient, and finalclosure

Assistwith the management and recording of significant events

Supportthe management and monitoring of the practices social media platform

Providing support for practice projects andservice improvement initiatives a required

New staff onboarding programme and main port ofcall

New staff inductions

About us

Rothwell &Desborough Healthcare group is a busy, supportive and progressive practice. Weare committed to providing high-quality patient care and maintaining safe,efficient and welcoming environments for patient, staff and visitors.

What weoffer

Four weeks annual leave plus Bank holidays (prorata)

Supportive management team

Onsite parking

Job responsibilities

Facilities, Health & Safety and Compliance

• Carry out and accurately record routine fire alarm tests across both practice sites.
• Complete regular health and safety checks across Rothwell and Desborough Medical Centres.
• Monitor, maintain and update health and safety records, compliance documentation and relevant logs.
• Identify and report maintenance issues and liaise with contractors to arrange appropriate repairs.
• Assist with the coordination and monitoring of planned preventative maintenance (PPM) programmes.
• Support the management, maintenance and monitoring of practice premises, equipment and facilities.
• Maintain accurate maintenance schedules and ensure that planned works are appropriately recorded.
• Assist with workplace risk assessments and maintain associated documentation.
• Support environmental checks and ensure any issues identified are appropriately reported and followed up.
• Assist with business continuity planning and emergency preparedness arrangements.
• Ensure relevant facilities and health and safety documentation is kept up to date and readily available.

Patient Complaints and Significant Events

• Manage patient complaints from initial contact through to investigation, resolution and final closure.
• Communicate appropriately and professionally with patients throughout the complaints process.
• Ensure complaints are accurately documented, monitored and responded to within required timescales.
• Liaise with relevant staff members to investigate complaints and identify appropriate actions.
• Assist with the management, recording and follow-up of significant events.
• Support the identification of learning points and contribute to improvements arising from complaints and significant events.

Staff Onboarding and Induction

• Coordinate and support the practice's new staff onboarding programme.
• Act as a main point of contact for new employees during the onboarding process.
• Coordinate and deliver, or assist with, new staff inductions.
• Ensure appropriate documentation, policies, procedures and mandatory requirements are provided to new staff.
• Liaise with relevant members of the practice team to ensure new employees are appropriately supported when joining the practice.

Administration and Practice Support

• Undertake a range of general administrative duties to support the smooth running of the practice.
• Provide administrative and organisational support to the Practice Manager and wider practice team as required.
• Assist with practice projects and service improvement initiatives.
• Maintain accurate records and ensure documentation is completed and stored appropriately.
• Provide support across both practice sites as required.

Social Media and Communications

• Support the management and monitoring of the practice's social media platforms.
• Assist with the preparation and publication of appropriate practice communications and updates
• Ensure communications are professional, accurate and consistent with practice policies and confidentiality requirements.

General Responsibilities

• Work collaboratively with colleagues across both Rothwell and Desborough Medical Centres.
• Maintain confidentiality and comply with relevant information governance requirements.
• Follow all practice policies, procedures and health and safety requirements.
• Maintain a professional and approachable manner when dealing with patients, staff, contractors and external organisations.
• Identify opportunities to improve systems, processes and the patient experience.
• Undertake any other reasonable duties appropriate to the role and level of responsibility.
• The post holder will be required to work across both Rothwell & Desborough Medical Centres and should be able to travel between the two sites as required by the need of the practice.

Person Specification

Experience

• Previous experience in administrative, facilities, estates health & safety or business support role
• Good organisational skills and attention to detail
• Ability to prioritise workload and work independently.
• Good communication and IT skills including Microsoft office.
• Ability to maintain accurate records.
• Flexible and reliable approach
• Experience in working within a GP practice, healthcare setting or NHS environment.
• Knowledge of health & safety procedures and compliance requirements
• Experience coordinating maintenance or contractual visits.
• Experience of fire safety testing or premises compliance3 checks
• Awareness of Infection prevention and control standards

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.