Practice Business Assistant

Allscreens Nationwide Ltd; Kettering (OH); On-site; USD 45,000 - 65,000; Full time

Job summary

Allscreens Nationwide Ltd is seeking a facilities and health & safety coordinator to support Rothwell & Desborough Medical Centres. The role involves carrying out fire alarm tests, maintaining health and safety records, and coordinating maintenance with contractors to ensure compliant and safe operations.

You will handle administrative tasks, onboarding for new staff, and general practice support, while maintaining confidentiality and following practice policies.

Qualifications

• Experience in facilities and health and safety coordination.
• Ability to maintain records and logs accurately.
• Strong communication with staff, contractors and patients.

Responsibilities

• Carry out routine fire alarm tests and record results.
• Monitor health and safety records, logs and compliance documents.
• Identify and report maintenance issues and liaise with contractors for repairs.
• Assist with planned maintenance programmes and supervision of facilities.
• Coordinate onboarding, induction, and general administrative duties.
• Support internal and external communications and practice updates.
• Maintain confidentiality and comply with information governance.

Skills

Facilities management

Health & safety

Administrative skills

Communication

Job description

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.