Job summary
The Park Surgery, Driffield are looking for a skilled and confident Personal Assistant to provide administration support to our Practice Manager with their day to day duties.
We are looking for someone who is organised, with good attention to detail and willing to embrace a varied workload.
As a Personal Assistant to the Practice Manager, you will play a vital role in ensuring the efficient functioning of our practice. You will support the Practice Manager in the effective administration, organisation and management of the practice, allowing them to focus on strategic tasks and forward planning.
Main duties of the job
The post holder will be expected to carry out various administration functions, please see job description for a full list. But the following gives an example of the kind of work expected to be carried out.
Some of the work is to support the HR functions, such as arranging appraisals and preparing the paperwork.
New starters need a HR file producing and links sending for DBS checks, setting up on the IT system and roles adding to smart cards.
Leavers equally need a full checklist completing, exit interview paperwork sending and ensuring that access to our systems are closed down to comply with data security.
Audits to ensure CQC compliance would relate to cleaning audits and smart card services audits etc.
There are a number of non clinical policies and procedures that need either creating or updating / reviewing. Also expect to assist with the production (but not necessarily content) of clinical procedures so that they all are to the standard expected. These would need to go onto Teamnet and be circulated to staff.
Teamnet is a portal that is used by the practice staff. It has many functionalities such as holiday / absence management, staff training, policies and procedures plus so much more. The administration and management of teamnet will be a key part of this role.
The role and duties are varied - no day will be the same!
About us
The Park Surgery is located in Driffield which is a lovely market town nestled on the outskirts of the Yorkshire Wolds and are proud to look after approximately 15000 patients.
We have 3 GP Partners, 6 salaried GP's, ANP's, Nurses and HCA's. All of which are supported by Clinical pharmacists, Care Coordinators, Admin and reception teams.
We are a dispensing practice, and have our own dispensary with a team of Dispensers and Prescription Clerks.
The Practice is also a teaching practice working alongside HYMS, Coventry, Hull and York Universities.
We are a forward facing innovative practice, part of the Yorkshire and Wolds PCN with close links to the Alfred Bean community hospital.
Job description
Job responsibilities
Please see attached JD for the full role, but key tasks within the role are:-
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.
Supporting
the practice manager in monitoring compliance with health and safety
legislation and guidance for staff
e.
Contributing
to the development, implementation and embedding of an effective practice
training program for all staff using TeamNet.
f.
Provide
administrative support for compliance registers, supporting the practice
manager, ensuring DBS checks are conducted
g.
Coordinating
the practice diary, ensuring meetings are scheduled appropriately
h.
Coordinating
internal and external meeting arrangements, preparing agendas and producing
minutes for meetings where necessary and communication of outcomes and learning
to practice members
i.
Supporting
the practice manager in the marketing of the practice on formats such as social
media and practice website.
j.
Drafting
of the practice newsletter on a quarterly basis
k.
Arranging
PPG meetings, preparing agendas and producing minutes
l.
Supporting
the practice manager in the maintenance of the practice and NHS Choices
websites
m.
Effective
monitoring of the Friends and Families Test
n.
In
conjunction with the practice manager, set and monitor performance targets,
identifying areas for improvement to enhance patient services
o.
Run
clinical searches and prepare the monthly /quarterly claims for enhanced services,
vaccinations and medication payments. Work with the finance officer to
reconcile payments against claims made.
p.
Support
the practice manager with succession planning including HR admin work,
recruitment and personnel files.
q.
Support
the practice manager with the creation and review of non-clinical policies and
procedures.
r.
Support
the practice manager with the organisation of health campaigns such as flu
vaccinations
s.
Carry
out audits to support CQC compliance
t.
Support
the practice manager with new starter and leaver processes including smart card
management
u.
Be
a point of contact for any IT related issues that can be dealt with in-house.
v.
Support
the practice manager with coordinating appraisals and associated paperwork.
w.
Support
the practice manager with admin tasks relating to complaints and significant
events.
x.
To
deputise for the practice manager in their absence as a point of contact or
representative on external meetings in a non decision-making capacity.
Job description
Job responsibilities
Please see attached JD for the full role, but key tasks within the role are:-
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.
Supporting
the practice manager in monitoring compliance with health and safety
legislation and guidance for staff
e.
Contributing
to the development, implementation and embedding of an effective practice
training program for all staff using TeamNet.
f.
Provide
administrative support for compliance registers, supporting the practice
manager, ensuring DBS checks are conducted
g.
Coordinating
the practice diary, ensuring meetings are scheduled appropriately
h.
Coordinating
internal and external meeting arrangements, preparing agendas and producing
minutes for meetings where necessary and communication of outcomes and learning
to practice members
i.
Supporting
the practice manager in the marketing of the practice on formats such as social
media and practice website.
j.
Drafting
of the practice newsletter on a quarterly basis
k.
Arranging
PPG meetings, preparing agendas and producing minutes
l.
Supporting
the practice manager in the maintenance of the practice and NHS Choices
websites
m.
Effective
monitoring of the Friends and Families Test
n.
In
conjunction with the practice manager, set and monitor performance targets,
identifying areas for improvement to enhance patient services
o.
Run
clinical searches and prepare the monthly /quarterly claims for enhanced services,
vaccinations and medication payments. Work with the finance officer to
reconcile payments against claims made.
p.
Support
the practice manager with succession planning including HR admin work,
recruitment and personnel files.
q.
Support
the practice manager with the creation and review of non-clinical policies and
procedures.
r.
Support
the practice manager with the organisation of health campaigns such as flu
vaccinations
s.
Carry
out audits to support CQC compliance
t.
Support
the practice manager with new starter and leaver processes including smart card
management
u.
Be
a point of contact for any IT related issues that can be dealt with in-house.
v.
Support
the practice manager with coordinating appraisals and associated paperwork.
w.
Support
the practice manager with admin tasks relating to complaints and significant
events.
x.
To
deputise for the practice manager in their absence as a point of contact or
representative on external meetings in a non decision-making capacity.
Person Specification
Qualifications
Essential
- Good standard of education with excellent literacy and numeracy skills are essential. NVQ level 4/5 or A Level as a minimum required standard.
- Alternatively a proven track record of equivalent employment experience would suffice.
Desirable
- Leadership and/or management qualification is desirable.
Experience
Essential
- Experience of working with the general public
- Experience of working in a healthcare setting
- Experience of workforce planning
- Experience of producing agendas and minutes for meetings
Desirable
- Experience of leading multidisciplinary teams
- Experience of HR admin, including holiday management, training and HR files.
- NHS/Primary Care/general practice experience
- Relevant health and safety experience
Skills
Essential
- Excellent communication skills
- Strong IT skills
- Excellent leadership skills
- Strategic / analytical thinker
- Ability to prioritise, delegate and work to tight deadlines in a fast paced environment
- Problem solver
- Ability to develop, implement and embed policy and procedures
Desirable
- Proven problem solving skills
- Emis user skills
Person Specification
Qualifications
Essential
- Good standard of education with excellent literacy and numeracy skills are essential. NVQ level 4/5 or A Level as a minimum required standard.
- Alternatively a proven track record of equivalent employment experience would suffice.
Desirable
- Leadership and/or management qualification is desirable.
Experience
Essential
- Experience of working with the general public
- Experience of working in a healthcare setting
- Experience of workforce planning
- Experience of producing agendas and minutes for meetings
Desirable
- Experience of leading multidisciplinary teams
- Experience of HR admin, including holiday management, training and HR files.
- NHS/Primary Care/general practice experience
- Relevant health and safety experience
Skills
Essential
- Excellent communication skills
- Strong IT skills
- Excellent leadership skills
- Strategic / analytical thinker
- Ability to prioritise, delegate and work to tight deadlines in a fast paced environment
- Problem solver
- Ability to develop, implement and embed policy and procedures
Desirable
- Proven problem solving skills
- Emis user skills
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.
