Job summary
We are looking for an experienced Personal Administrator ideally with
NHS and primary care experience to support our Practice Manager in the day to day duties of running the practice.
The purpose of the role is to ensure the practice delivers a safe,
effective, caring and responsive service to our patients by supporting the
Practice Manager and Senior Management Team in the effective administration and
operational management of Albany Surgery, Newton Abbot.
Main duties of the job
This is a very
exciting and varied role
You will provide general secretarial and personal administrative support to the Practice Manager
Assist with
- rota planning of clinical and
non-clinical teams and application to the clinical system.
- the recruitment
and selection of roles in and for the practice, ensuring all regulatory
checks are undertaken, references sought, and appropriate documentation
completed and maintained.
- ensuring building compliance and health and safety obligations are met and maintained.
Assist the management team
- to review and develop
nonclinical practice policies and ensure these are up-to-date with current
guidance, identifying and implementing change as required with support from the
Senior Management Team if appropriate.
- with complaints,
feedback or breakdown in service.
- with purchasing of clinical and nonclinical items.
- with financial reconciliiation and submission of claims for payment.
Support the Practice Manager
- in meeting the
standards necessary for ongoing registration with the Care Quality Commission.
- to ensure the
practice meets statutory obligations regarding health, safety and risk
management and the development and adherence to practice risk management
procedures and protocols.
- and management team on
all confidentiality issues relating to data and data sharing enabling patients
to opt in or opt out of data sharing and compliance with GDPR; linking with the
local Data Protection Officer and Medical Indemnity Providers as required.
About us
We are a friendly, system-one using GP Practice in Newton Abbot, with 4
GP Partners, 3 salaried GPs, 1 GP
Retainer, and fully supported by a team of ACPs, Paramedic, Pharmacist and Pharmacy Technician Nurses, HCAs, Phlebotomist, Social Prescribing as well as an experienced
management and admin team.
We have a growing list size of 10,200+ patients and occupy a purpose-built surgery, designed to accommodate 15000 patients and are rated
Good by the CQC.
We are also a GP Training Practice for GP Registrars and Medical
Students and support Advanced practitioner training.
We have a strong emphasis on team and supporting one another, and
structure the week to ensure we meet together regularly. We also have an active
social committee made of representative from all teams who arrange regular
social events both within and outside of the practice.
We work closely with Kingskerswell and Ipplepen and Bovey Tracey and
Chudleigh practice, the two practices within our Newton West PCN
As a practice we are committed to staying at the fore front of changes within
primary care, as such we recognize that the support, growth and training of all
levels of our staff, both clinical and administrative, is an essential part of
the current and future NHS.
What you'll get in return:
- Salary dependent on experience
- 5 weeks holiday (plus bank holidays) pro rata
- Study leave as required for role related training
- Mutually agreed mentoring plan
- NHS Pension
Job description
Job responsibilities
The following are the core responsibilities of the Personal Assistant to the Practice Manager. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:
Administration:
To provide general secretarial and personal administrative support to the Practice Manager.
Undertake tasks as directed by the Practice Manager in areas of change management and continuous improvement.
Provide key performance information as requested.
Complete audits and returns as directed by the Practice Manager and ensure deadlines are met where appropriate.
Support the Practice Manager, responsible partner and rota team in collating the clinician rota and loading clinics onto Systemone.
Responsible for recording all GP and other clinicians annual leave and referring requests outside of the guidelines to the standing rota meeting with rota team and Practice Manager for review.
Human Resources:
- Assist with the advertisement of roles.
- Assist with the recruitment of roles in the practice, ensuring all regulatory checks are undertaken, references sought, and appropriate documentation completed and maintained.
- Assist with the induction of new staff, including temporary appointments, locums, and PCN employees.
Support the Practice Manager in ensuring DBS checks are conducted in accordance with current guidance.
Schedule appraisals for clinical staff as directed by the Practice manager and support the Admin Team with non-clinical appraisal as required.
Support the Practice Manager and Admin Team in ensuring mandatory training, statutory registrations and staff files are maintained and up-to-date for all staff.
- Recruit and book locum cover as required and directed by the Practice Manager ensuring all regulatory checks are completed.
- Submit the NHS Digital monthly workforce data returns via the National Workforce Reporting System within agreed deadlines.
Patient Services:
- Assist the Compliance Support and Operations Lead and relevant staff members to review and develop nonclinical practice policies and ensure these are up-to-date with current guidance, identifying and implementing change as required with support from the Senior Management Team if appropriate.
- Assist the Compliance Support Lead with any complaints, feedback or breakdown in service.
- Assist the Compliance Support Lead with the administration of complaints from patients and work to resolve complaints linking with relevant staff members and liaising with patients as required to this end as well as linking with the practice manager for input on complex complaints and arranging any meetings with the practice manager and patients required to resolve complaints. Keeping clear and concise records on all complaints handled with clear timeline to ensure statutory deadlines met.
NHS and statutory obligations:
- To support the Practice Manager and Compliance Support Lead in meeting the standards necessary for ongoing registration with the Care Quality Commission.
- To support the Practice Manager and Compliance Support Lead in ensuring the practice meets statutory obligations regarding health, safety and risk management and the development and adherence to practice risk management procedures and protocols.
- To support the Practice Manager and Compliance Support Lead on all confidentiality issues relating to data and data sharing enabling patients to opt in or opt out of data sharing and compliance with GDPR; linking with the local Data Protection Officer and Medical Indemnity Providers as required.
- To keep up to date with NHS developments.
Premises, equipment and supplies:
- To support the Practice Manager and Compliance Support Lead in:
- ensuring that the building is well maintained, is compliant with all legislation and meets the needs of patients, tenants and staff.
- ensuring all maintenance contracts are up-to-date and reviewed annually.
- ensuring that staff and building occupants are aware of security and fire procedures and these are correctly followed.
- overseeing the provision of cleaning and facilities and service management and ensure all contracts are up to date and reviewed annually.
- To act as first point of contact for cleaning and maintenance issues and ensure regular audits are completed in a timely manner, reporting any concerns to the management team.
Information Technology:
- To support the Practice Manager and Compliance Support Lead ensuring procedures meet the requirements of the Data Protection Act and the General Data Protection Regulations and maintain appropriate practice registration.
- Work collaboratively with the Compliance Support Lead and Operations Lead to maintain the practice, NHS and social media websites.
- Work collaboratively with the Management Team and Clinical Teams where necessary to facilitate patient access to notes, records and so on.
- Ensure compliance with national guidance and effective monitoring of the Friends and Families Test.
- Work collaboratively with the Practice Manager and Compliance Support Lead to implement and maintain GP TeamNet within the practice.
- Work collaboratively with the Management Team and Clinical Teams, and take the lead when needed, in delivering Project base work that arises from time to time.
Financial management:
To provide support to the Practice Manager, Finance Lead and Partnership as required and appropriate to the role. This may include when directed by the Practice Manager or Finance Lead:
- Support the Finance Lead with the management of the appropriate systems for handling and recording of income and petty cash.
- Support the Finance Lead in negotiating, obtaining and implementing maintenance contracts/service level agreements for the Practice, ensuring best value.
- Ordering of goods and ensuring best value
- Assist the Finance Lead with the payment of invoices.
Job description
Job responsibilities
The following are the core responsibilities of the Personal Assistant to the Practice Manager. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:
Administration:
To provide general secretarial and personal administrative support to the Practice Manager.
Undertake tasks as directed by the Practice Manager in areas of change management and continuous improvement.
Provide key performance information as requested.
Complete audits and returns as directed by the Practice Manager and ensure deadlines are met where appropriate.
Support the Practice Manager, responsible partner and rota team in collating the clinician rota and loading clinics onto Systemone.
Responsible for recording all GP and other clinicians annual leave and referring requests outside of the guidelines to the standing rota meeting with rota team and Practice Manager for review.
Human Resources:
- Assist with the advertisement of roles.
- Assist with the recruitment of roles in the practice, ensuring all regulatory checks are undertaken, references sought, and appropriate documentation completed and maintained.
- Assist with the induction of new staff, including temporary appointments, locums, and PCN employees.
Support the Practice Manager in ensuring DBS checks are conducted in accordance with current guidance.
Schedule appraisals for clinical staff as directed by the Practice manager and support the Admin Team with non-clinical appraisal as required.
Support the Practice Manager and Admin Team in ensuring mandatory training, statutory registrations and staff files are maintained and up-to-date for all staff.
- Recruit and book locum cover as required and directed by the Practice Manager ensuring all regulatory checks are completed.
- Submit the NHS Digital monthly workforce data returns via the National Workforce Reporting System within agreed deadlines.
Patient Services:
- Assist the Compliance Support and Operations Lead and relevant staff members to review and develop nonclinical practice policies and ensure these are up-to-date with current guidance, identifying and implementing change as required with support from the Senior Management Team if appropriate.
- Assist the Compliance Support Lead with any complaints, feedback or breakdown in service.
- Assist the Compliance Support Lead with the administration of complaints from patients and work to resolve complaints linking with relevant staff members and liaising with patients as required to this end as well as linking with the practice manager for input on complex complaints and arranging any meetings with the practice manager and patients required to resolve complaints. Keeping clear and concise records on all complaints handled with clear timeline to ensure statutory deadlines met.
NHS and statutory obligations:
- To support the Practice Manager and Compliance Support Lead in meeting the standards necessary for ongoing registration with the Care Quality Commission.
- To support the Practice Manager and Compliance Support Lead in ensuring the practice meets statutory obligations regarding health, safety and risk management and the development and adherence to practice risk management procedures and protocols.
- To support the Practice Manager and Compliance Support Lead on all confidentiality issues relating to data and data sharing enabling patients to opt in or opt out of data sharing and compliance with GDPR; linking with the local Data Protection Officer and Medical Indemnity Providers as required.
- To keep up to date with NHS developments.
Premises, equipment and supplies:
- To support the Practice Manager and Compliance Support Lead in:
- ensuring that the building is well maintained, is compliant with all legislation and meets the needs of patients, tenants and staff.
- ensuring all maintenance contracts are up-to-date and reviewed annually.
- ensuring that staff and building occupants are aware of security and fire procedures and these are correctly followed.
- overseeing the provision of cleaning and facilities and service management and ensure all contracts are up to date and reviewed annually.
- To act as first point of contact for cleaning and maintenance issues and ensure regular audits are completed in a timely manner, reporting any concerns to the management team.
Information Technology:
- To support the Practice Manager and Compliance Support Lead ensuring procedures meet the requirements of the Data Protection Act and the General Data Protection Regulations and maintain appropriate practice registration.
- Work collaboratively with the Compliance Support Lead and Operations Lead to maintain the practice, NHS and social media websites.
- Work collaboratively with the Management Team and Clinical Teams where necessary to facilitate patient access to notes, records and so on.
- Ensure compliance with national guidance and effective monitoring of the Friends and Families Test.
- Work collaboratively with the Practice Manager and Compliance Support Lead to implement and maintain GP TeamNet within the practice.
- Work collaboratively with the Management Team and Clinical Teams, and take the lead when needed, in delivering Project base work that arises from time to time.
Financial management:
To provide support to the Practice Manager, Finance Lead and Partnership as required and appropriate to the role. This may include when directed by the Practice Manager or Finance Lead:
- Support the Finance Lead with the management of the appropriate systems for handling and recording of income and petty cash.
- Support the Finance Lead in negotiating, obtaining and implementing maintenance contracts/service level agreements for the Practice, ensuring best value.
- Ordering of goods and ensuring best value
- Assist the Finance Lead with the payment of invoices.
Person Specification
Qualifications
Essential
- Educated to GCSE level or equivalent
- GCSE Mathematics & English (C or above)
Desirable
- Leadership and / or Management Qualification
- AMSPAR Qualification
Experience
Essential
- Experience of establishing effective office administrative systems
Desirable
- Experience of working in a health care setting
- NHS / Primary Care General Practice experience
- Experience of managing accounts
- Experience of working with the following:
- SAGE payroll
Skills
Essential
- Excellent communication skills (written and oral)
- Excellent IT skills
- Clear, polite telephone manner
- In-depth knowledge of Office and Outlook
- Effective time management (Planning & Organising)
- Ability to work as a team member and autonomously
- Good interpersonal skills
- Problem solving & analytical skills
- Ability to develop, implement and embed policy and procedure
- Ability to motivate and train staff
Desirable
- EMIS / Systmone user skills
Personal Qualities
Essential
- Polite and confident
- Flexible and cooperative
- Motivated
- Forward thinker
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
- Confident, assertive and resilient
- Ability to drive and deliver change effectively
- Ability to work independently and as a team worker.
- Ability to promote a positive working environment to enhance moral and motivate the team.
Other requirements
Essential
- Flexibility to work outside of core office hours
- Disclosure Barring Service (DBS) check
Person Specification
Qualifications
Essential
- Educated to GCSE level or equivalent
- GCSE Mathematics & English (C or above)
Desirable
- Leadership and / or Management Qualification
- AMSPAR Qualification
Experience
Essential
- Experience of establishing effective office administrative systems
Desirable
- Experience of working in a health care setting
- NHS / Primary Care General Practice experience
- Experience of managing accounts
- Experience of working with the following:
- SAGE payroll
Skills
Essential
- Excellent communication skills (written and oral)
- Excellent IT skills
- Clear, polite telephone manner
- In-depth knowledge of Office and Outlook
- Effective time management (Planning & Organising)
- Ability to work as a team member and autonomously
- Good interpersonal skills
- Problem solving & analytical skills
- Ability to develop, implement and embed policy and procedure
- Ability to motivate and train staff
Desirable
- EMIS / Systmone user skills
Personal Qualities
Essential
- Polite and confident
- Flexible and cooperative
- Motivated
- Forward thinker
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
- Confident, assertive and resilient
- Ability to drive and deliver change effectively
- Ability to work independently and as a team worker.
- Ability to promote a positive working environment to enhance moral and motivate the team.
Other requirements
Essential
- Flexibility to work outside of core office hours
- Disclosure Barring Service (DBS) check
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
UK Registration
Applicants must have current UK professional registration. For further information please see
NHS Careers website (opens in a new window).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
UK Registration
Applicants must have current UK professional registration. For further information please see
NHS Careers website (opens in a new window).
