Practice Management Assistant

NHS; Farnborough; On-site; GBP 24,000 - 36,000; Full time

Job description

Are you looking for an exciting and varied role working with a fantastic and supportive team? If so, we would love to hear from you.

Voyager Family Health is a busy GP Surgery, based in Farnborough, Hampshire. We are currently looking to recruit a full-time Practice Management Assistant to work alongside our experienced Senior Management Team and assist with the day-to-day running of the practice.

We have one position available for 37.5 hours per week. Our opening hours are 0800-1830, so you would need to be available to work within these hours.

Main duties of the job

To support the Senior Practice Management Team in the effective administration and management of the practice. The Practice Management Assistant will work under the direction of the Practice Business Manager, striving to enhance and support several key objectives in both clinical and administrative areas.

The Practice Management Assistant is responsible for overseeing all activities related to the maintenance and upkeep of our building, ensuring that it is clean, safe, and operational always.

This includes ensuring that all Health and Safety and buildings regulations are followed and that policies are up to date. To be the point of contact for all maintenance, building security concerns and access for Voyager Family Health staff. To assist the whole team with IT issues as they occur and liaise with our external IT support provider to find solutions.

In addition, the post holder is responsible for ensuring that all social media platforms and the practice website are kept up to date and relevant for our patients. Supporting the Practice Operations Manager with the complaints process will be another key role.

To support the management team in promoting ED&I, quality and continuous improvement, confidentiality, collaborative working, service delivery, learning and development, and to carry out project work and other duties as directed by the management team.

About us

We can offer an excellent working environment in the newly converted Farnborough Centre for Health. We have around 20,000 patients and a large experienced clinical team who are supported by our fantastic Patient Services Team. Although the largest practice in Farnborough, we are a friendly team and work hard to maintain our family atmosphere with a strong ethos of teamwork and mutual support.

The post holder must have a positive and flexible approach to work, enjoy working as part of a team and understand and demonstrate excellent initiative, teamwork, and communication skills.

Experience in General Practice is not essential - our teams have a wide variety of backgrounds and skills, and we are always looking to add to this. A willingness to learn and a solution-based mindset are essential requirements for this role.

As an accredited training practice, we have a comprehensive induction programme with ongoing training and support. There is always opportunity to progress and learn new skills.

If you are confident that you meet the criteria listed and are looking for a challenging, but rewarding role, we look forward to hearing from you.

Job responsibilities

The following are the core responsibilities of the Practice Management Assistant. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:

Practice Management Support

1. To support the Senior Practice Management Team as required with projects, systems and procedures ensuring continuous improvement.
2. To assist the Management Team with essential NHS primary care objectives including ensuring the GMS contract is upheld and QOF and enhanced service requirements and targets are met.

Facility and Health & Safety responsibilities:

1. Assist with the management of the premises, including health and safety and undertake risk assessments.
2. Coordinating the reviewing and updating of all practice Health and Safety policies and procedures.
3. Liaise with the training manager regarding mandatory training for the team in Health and Safety.
4. Keep a log of daily visual H&S checks of the building including the plant room and identify areas of concern or for improvement.
5. Set up and review the building internal door fob access system and maintain an up-to-date list of issued fobs. Regularly review security of the fob access.
6. Liaise with the external Facilities Building Manager regarding maintenance work.
7. Maintaining accurate records of all maintenance and repair work.
8. Ensuring that all office spaces are clean, organized and fully operational.
9. Report emergency maintenance requests promptly and efficiently.
10. Collaborate with other departments to ensure that facility needs are met in a timely and effective manner.

IT Responsibilities:

1. Troubleshooting day-to-day practice IT issues and being the main point of contact for Voyager staff.
2. Maintain the asset register for Voyager Family Health.
3. Liaise with the external IT support providers to find solutions and implement new initiatives.
4. To assist the Management team with rolling out and integrating any new IT/AI digital systems to keep the practice up to date and improve efficiency.
5. Ensure that systems are kept up to date and that IT equipment is available and set up for new starters.
6. Set up of new staff on practice IT systems and assist with practice induction.

Communication Responsibilities:

• Assist the Operations Manager in managing and logging complaints in line with the complaints policy.
• Be responsible for keeping the practice social media platforms and website up to date and relevant.
• Liaise with all teams to ensure that we are running social media campaigns that align with local and national initiatives.
• Preparing agendas and taking meeting minutes to circulate to staff.

In addition to the primary responsibilities, the Practice Management Assistant may be requested to:

1. Partake in audit as directed by the Quality Leads.
2. Assist other administration areas of the organisation when needed.
3. Support the Practice Management Team with succession planning.
4. Deputise for the Senior Management Team in their absence.
5. Maintain a working knowledge of local and national NHS Initiatives.

Person Specification

Qualifications

• Educated to GCSE level or equivalent.
• GCSE Mathematics & English (C or above).
• Qualification in IT.

Personal Qualities

• Polite and confident.
• Flexible and cooperative.
• Motivated self-starter.
• Forward thinker.
• High levels of integrity and loyalty.
• Sensitive and empathetic in distressing situations.
• Works well under pressure.
• Proactive focused on finding solutions.

Other Requirements

• Flexibility to work outside of core office hours.

Skills

• Excellent communication skills (written and oral).
• Strong IT skills and the ability to learn quickly.
• Clear, polite telephone manner.
• Proficient in the use of Office and Outlook programmes.
• Ability to work as a team member and autonomously.
• Good interpersonal skills.
• Ability to listen and empathise with people and provide person-centred support in a non-judgemental way.
• Strong problem solving & analytical skills.
• Ability to follow policy and procedure.
• Great ability to use own initiative, discretion, and sensitivity.

Experience

• Experience of working with the general public.
• Experience of administrative duties.
• Knowledge of Health & Safety procedures.
• Experience in dealing with complaints.
• Strong understanding and experience of IT systems and IT troubleshooting.
• Good working knowledge of social media platforms (FB, X & Instagram).
• Experience of working in a busy, fast-paced environment.
• Experience of multitasking.
• Experience of working in a health care setting.

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.