Practice Manager's Assistant

Wrafton House Surgery; Hatfield; On-site; GBP 25,000 - 30,000; Full time

Job summary

A GP surgery in Hatfield is seeking a dedicated Practice Manager's Assistant to support the Practice Manager and oversee administrative systems. The ideal candidate will have experience in a healthcare or GP practice, strong organizational skills, and proficiency in ICT. Responsibilities include coordinating meetings, managing compliance registers, and supporting clinical staff with administrative tasks. Opportunity to be part of a committed team delivering high-quality patient care.

Qualifications

• Experience in healthcare administration, preferably in a GP practice.
• Ability to speak and communicate clearly and proficiently in English.

Responsibilities

• Assist the Practice Manager with projects, systems, and procedures.
• Support day-to-day operations and provide performance reports.
• Coordinate internal and external meetings, prepare agendas and minutes.

Skills

GP Surgery Administrative Experience

Proficient in ICT

Proficient in use of EMISWeb

Knowledge of NHS management

HR management

Education

GCSE Grades C or above in English and Maths

Job description

We are seeking a dedicated Practice Manager's Assistant to join our friendly and forward-thinking GP surgery.

Are you an organised, motivated, and experienced in healthcare administration, and already working in this role? Previous experience in a healthcare or GP practice setting is desired.

Main duties of the job

The PM Assistant will work closely with the Practice Manager and Administration team to handle a variety of tasks that includes being the first point of contact with people from inside and outside the organisation and oversee administrative systems, procedures, and patient services.

This is a varied and rewarding role that combines administrative efficiency with people management and patient service.

About us

Wrafton House Surgery is situated in Hatfield. We are a training practice and are a caring, forward thinking, committed team, whose aim is to improve the health of our community by delivering high quality patient care, whilst maintaining a fulfilling working environment for all.

Our clinical team includes 6 GP Partners, salaried GP's, registrars and our nursing team consists of Practice Nurses and Health Care Assistants. All supported by our hardworking Managers, reception and administrative teams.

Job responsibilities

Operational

Support the Practice Manager as required with projects, systems and procedures

Support the Practice Manager in the day-to-day operations of the practice, providing key performance information and activity reporting as requested i.e QOF, ECF, IIF

Provide administrative support for compliance registers, supporting the Practice Manager.

Coordinate the practice diary, ensuring meetings are scheduled appropriately

Coordinate internal and external meeting arrangements, preparing agendas and producing minutes for clinical meetings

Maintaining the practice website

Draft the practice newsletter on a quarterly basis

Arrange PPG meetings, preparing agendas and producing minutes

Effectively monitor the Friends and Families Test and other patient feedback

In conjunction with the Practice Manager, set and monitor performance targets, identifying areas for improvement to enhance patient services

Support all clinical staff with general administrative tasks as requested

Be aware of duties and responsibilities regarding current legislation, practice policies and procedures.

Undertake all mandatory training programmes

Have a thorough understanding of practice policies and procedures and support the Practice Manager in reviewing and updating practice policies and procedures

Support the Practice Manager with preparations relating to CQC

• Provide IT support to the Practice team, ensuring IG compliance at all times

Provide cover for the administration team as required during periods of staff shortages

HR

Assist with the maintenance of HR documentation

Contribute to the development, implementation and embedding of an effective practice training and induction programme for all staff

Add clinical and non-clinical leave on team net

Assist with rotas, recruitment and general staff training

Health and Safety

Support the Practice Manager in monitoring compliance with health and safety legislation, providing leadership and direction for staff where appropriate

Assist with ensuring building maintenance and compliance is kept up to date

Employees must be aware of the responsibility placed on them under the Health & Safety at Work Act to maintain a healthy and safe working environment for both staff and visitors.

Employees also have a duty to observe obligation under the organisation Safety policies and to maintain awareness of safe practices and assessment of risk.

The post holder will participate in any training activity implemented by the Practice as part of this employment, such activity to include:

Participation in an annual performance review (appraisal), including taking responsibility for maintaining a record of own development activity

Taking responsibility for own development and learning by following through objectives set at appraisal

Ensure attendance at identified training events

Attend induction training, mandatory training and mandatory updates as required

Attendance at Practice meetings

Person Specification

Experience

• GP Surgery Administrative Experience
• Proficient in ICT
• Proficient in use of EMISWeb
• Knowledge of NHS management and primary care structure
• Experience in supervising staff
• HR management

Qualifications

• Ability to speak and communicate clearly and proficiently in English.
• GCSE Grades C or above in English and Maths

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.