Job summary
We are seeking an experienced PA or Administrator to support our Practice Manager in the effective administration and
management of the practice. The PA to
the Practice Manager will work under the direction of the Practice Manager, striving
to enhance a number of key systems in both clinical and administrative
areas.
The PA will champion quality
and improvement, confidentiality, collaborative working, service delivery,
learning and development, promoting a positive working environment.
Main duties of the job
The following are the core responsibilities of the PA to 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:
a.
Supporting the Practice Manager as
required with projects, systems and procedures
b.
Undertaking tasks as directed by the Practice
Manager in areas of change management and continuous improvement
c.
Providing key performance information
as requested
d.
Contributing to the development,
implementation and embedding of an effective practice training programme for
all staff
e.
Providing administrative support for
compliance registers, supporting the Practice Manager
f.
Coordinating the practice diary,
ensuring meetings are scheduled appropriately
g.
Coordinating internal and external
meeting arrangements, preparing agendas and producing minutes for meetings
h.
Supporting the Practice Manager in the
marketing of the practice
i.
Drafting of the practice newsletter on
a quarterly basis
j.
Supporting the Practice Manager in the
maintenance of the practice and NHS Choices website.
k.
Effective monitoring of the Friends
and Families Test
l.In
conjunction with the Practice Manager, setting and monitoring performance
targets, identifying areas for improvement to enhance our services for our patient
About us
We
are a large GP Practice caring for over 19,000 patients in Abbeydale, on the
outskirts of Gloucester. We have an extensive multi-disciplinary team that
includes GPs, Advanced Nurse Practitioners, Pharmacists, Pharmacy Technicians,
Physiotherapists, Mental Health Nurses, Practice Nurses, Health Care
Assistants, Social Prescribers, Patient Advisers, and Administrators. We are
fortunate to operate from a modern, purpose-built building that will help us
meet the future clinical needs of our patient population.
Job description
Job responsibilities
The Personal Assistant (PA) to the Practice Manager will provide administrative and organisational support to the Practice Manage, ensuring the smooth running of the practice.This role involves a wide range of tasks, including communication, record keeping, and project coordination, with the goal of enhancing efficiency and supporting patient care.
Here's a more detailed breakdown of the responsibilities. Please also see the attached Job Description:
Administrative Support:
Diary Management:
Managing the Practice Manager's schedule, scheduling meetings, and coordinating appointments.
Document Management:
Organising and maintaining files, both physical and digital, and ensuring proper documentation of important information.
Correspondence:
Handling incoming and outgoing communications, including emails, letters, and phone calls.
Meeting Support:
Preparing agendas, taking minutes, and distributing materials for meetings.
Report Preparation:
Assisting in the preparation of reports and presentations.
Data Management:
Maintaining accurate records of staff, patient information, and other relevant data.
Communication and Coordination:
External Communication:
Liaising with external stakeholders, such as commissioners, patients, and other healthcare providers.
Patient Liaison:
Project Coordination:
Other Key Responsibilities:
General Practice Support:
Skills and Experience:
- Strong administrative and organisational skills.
- Excellent communication and interpersonal skills.
- Proficiency in Microsoft Office (Word and Excel) and other relevant software.
- Ability to work independently and as part of a team.
- Discretion and confidentiality.
- Prior experience in a similar role would be advantageous.
Job description
Job responsibilities
The Personal Assistant (PA) to the Practice Manager will provide administrative and organisational support to the Practice Manage, ensuring the smooth running of the practice.This role involves a wide range of tasks, including communication, record keeping, and project coordination, with the goal of enhancing efficiency and supporting patient care.
Here's a more detailed breakdown of the responsibilities. Please also see the attached Job Description:
Administrative Support:
Diary Management:
Managing the Practice Manager's schedule, scheduling meetings, and coordinating appointments.
Document Management:
Organising and maintaining files, both physical and digital, and ensuring proper documentation of important information.
Correspondence:
Handling incoming and outgoing communications, including emails, letters, and phone calls.
Meeting Support:
Preparing agendas, taking minutes, and distributing materials for meetings.
Report Preparation:
Assisting in the preparation of reports and presentations.
Data Management:
Maintaining accurate records of staff, patient information, and other relevant data.
Communication and Coordination:
External Communication:
Liaising with external stakeholders, such as commissioners, patients, and other healthcare providers.
Patient Liaison:
Project Coordination:
Other Key Responsibilities:
General Practice Support:
Skills and Experience:
- Strong administrative and organisational skills.
- Excellent communication and interpersonal skills.
- Proficiency in Microsoft Office (Word and Excel) and other relevant software.
- Ability to work independently and as part of a team.
- Discretion and confidentiality.
- Prior experience in a similar role would be advantageous.
Person Specification
Skills and Personal Qualities
Essential
- - Excellent communication skills (written, oral and presenting)
- - Strong IT skills including use of Microsoft Word and Excel
- - Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
- - Effective time management (planning and organising)
- - Ability to motivate staff
- - Polite and confident
- - Flexible and cooperative
- - Excellent interpersonal skills
- - Maintain confidentiality at all times
- - Motivated and proactive
- - Ability to use initiative and judgement
- - Forward thinker with a solutions focused approach
- - High levels of integrity and loyalty
- - Ability to work under pressure
- - Confident, assertive and resilient
- - Ability to support change effectively
Desirable
- - Clinical IT system user skills
- - Proven problem solving and analytical skills
Experience
Essential
- Experience of working as an administrator and/ or PA
- Experience of working with the general public
Desirable
- Experience of working in a healthcare setting
- Experience of working in multidisciplinary teams
- NHS/Primary Care/general practice experience
Person Specification
Skills and Personal Qualities
Essential
- - Excellent communication skills (written, oral and presenting)
- - Strong IT skills including use of Microsoft Word and Excel
- - Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment
- - Effective time management (planning and organising)
- - Ability to motivate staff
- - Polite and confident
- - Flexible and cooperative
- - Excellent interpersonal skills
- - Maintain confidentiality at all times
- - Motivated and proactive
- - Ability to use initiative and judgement
- - Forward thinker with a solutions focused approach
- - High levels of integrity and loyalty
- - Ability to work under pressure
- - Confident, assertive and resilient
- - Ability to support change effectively
Desirable
- - Clinical IT system user skills
- - Proven problem solving and analytical skills
Experience
Essential
- Experience of working as an administrator and/ or PA
- Experience of working with the general public
Desirable
- Experience of working in a healthcare setting
- Experience of working in multidisciplinary teams
- NHS/Primary Care/general practice experience
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.