Job summary
Burlington Primary Care is now
recruiting for a Personal Assistant. We require someone full time (although job
share would be considered) to support our Management team and the Clinical
Director of our Primary Care Network (a group of General Practices).
The salary for the position will be
£9.91p/h with 6 weeks annual leave and entry
into the NHS pension scheme.
Main duties of the job
The main focus of this role is to
provide effective and high quality management for the Clinical Director and Management
Team and provide confidential high level business support as well as: first
point of contact for PCN events co-ordination, diary management, work
scheduling, handling telephone calls, enquiries and requests, dealing with
correspondence, organising and minuting meetings and ensuring high levels of
business support are evident at all times.
About us
Our dedicated, patient
and staff friendly practice is set close to Ipswich town centre in a beautiful
Grade II listed building, looking after over 17,000 patients
Great working team of
clinical and non-clinical staff
Friendly and supportive
environment to work in
Teaching practice:
Research Practice /
Veteran Friendly / Bronze Green Impact Certified
High standards of care
CQC rating: Good
Innovative, progressive
practice
View our why work with us
page here: https://www.burlingtonprimarycare.co.uk/why-work-with-us
Job description
Job responsibilities
PCN Duties:
- Manage the diary and schedules of the CD
- Use your initiative to provide high quality administrative and secretarial support
- Organise and schedule meetings
- Prepare meeting agendas and perform research for meetings ensuring that any necessary documents are circulated and take minutes during meetings if needed
- Maintain office correspondence, post if needed, crafting routine electronic correspondence, and managing and creating content for PCN website and social media
- Assisting with communication from and to the Clinical Director (CD), dealing with electronic communication, taking and arranging phone calls when needed
- Act as principle communicator of important information to board members, member practices and partner organisations ensuring that messages are cascaded effectively, understood and as appropriate actioned.
- Liaise and organise activity across the member surgeries of the PCN
- Monitor and chase the PCN activities and report on progress regularly to the CD and the Board before Board Meetings
- Assist in managing projects and follow-up with team members where required
- Liaise with partner organisations across health, social services, private and the voluntary sector including patient groups
- Maintain a system of monitoring and updating PCN Guidelines, Protocols and SOPs liaising with the lead practice in particular for this
- Maintain electronic filing system, ensuring processes and software are up to date and in working order
- Liaise with other staff members on behalf of senior management
- Undertake supervision of work experience students where appropriate to the role.
- Assist with the preparation and delivery of monthly reports
- Assist with the development and maintenance of business process systems including plans, risk registers, statutory returns, performance and quality tools
- Help support the covid-19 vaccination programme
Practice Duties:
- Use your initiative to provide high quality administrative and secretarial support
- Organise and schedule meetings
- Prepare meeting agendas and perform research for meetings ensuring that any necessary documents are circulated and take minutes during meetings if needed
- Maintain office correspondence, post if needed, and crafting routine electronic correspondence.
- Manage external communications, including Practice website and social media
- Assisting with communication from and to the Management Team, dealing with electronic communication, taking and arranging phone calls when needed
- Assist in managing projects and follow-up with team members where required
- Liaise with partner organisations across health, social services, private and the voluntary sector including patient groups
- Take charge of monitoring and updating Practice Guidelines, Protocols and SOPs in conjunction with clinical and departmental leads
- Maintain electronic filing system, ensuring processes and software are up to date and in working order
- Liaise with other staff members on behalf of senior management
- Undertake supervision of work experience students where appropriate to the role.
- Assist with the preparation and delivery of monthly reports
- Assist with the dealing of patient complaints
- Assist with clinical audits, financial contract claims and ongoing quality framework
Job description
Job responsibilities
PCN Duties:
- Manage the diary and schedules of the CD
- Use your initiative to provide high quality administrative and secretarial support
- Organise and schedule meetings
- Prepare meeting agendas and perform research for meetings ensuring that any necessary documents are circulated and take minutes during meetings if needed
- Maintain office correspondence, post if needed, crafting routine electronic correspondence, and managing and creating content for PCN website and social media
- Assisting with communication from and to the Clinical Director (CD), dealing with electronic communication, taking and arranging phone calls when needed
- Act as principle communicator of important information to board members, member practices and partner organisations ensuring that messages are cascaded effectively, understood and as appropriate actioned.
- Liaise and organise activity across the member surgeries of the PCN
- Monitor and chase the PCN activities and report on progress regularly to the CD and the Board before Board Meetings
- Assist in managing projects and follow-up with team members where required
- Liaise with partner organisations across health, social services, private and the voluntary sector including patient groups
- Maintain a system of monitoring and updating PCN Guidelines, Protocols and SOPs liaising with the lead practice in particular for this
- Maintain electronic filing system, ensuring processes and software are up to date and in working order
- Liaise with other staff members on behalf of senior management
- Undertake supervision of work experience students where appropriate to the role.
- Assist with the preparation and delivery of monthly reports
- Assist with the development and maintenance of business process systems including plans, risk registers, statutory returns, performance and quality tools
- Help support the covid-19 vaccination programme
Practice Duties:
- Use your initiative to provide high quality administrative and secretarial support
- Organise and schedule meetings
- Prepare meeting agendas and perform research for meetings ensuring that any necessary documents are circulated and take minutes during meetings if needed
- Maintain office correspondence, post if needed, and crafting routine electronic correspondence.
- Manage external communications, including Practice website and social media
- Assisting with communication from and to the Management Team, dealing with electronic communication, taking and arranging phone calls when needed
- Assist in managing projects and follow-up with team members where required
- Liaise with partner organisations across health, social services, private and the voluntary sector including patient groups
- Take charge of monitoring and updating Practice Guidelines, Protocols and SOPs in conjunction with clinical and departmental leads
- Maintain electronic filing system, ensuring processes and software are up to date and in working order
- Liaise with other staff members on behalf of senior management
- Undertake supervision of work experience students where appropriate to the role.
- Assist with the preparation and delivery of monthly reports
- Assist with the dealing of patient complaints
- Assist with clinical audits, financial contract claims and ongoing quality framework
Person Specification
Qualifications
Essential
- Grade C or above in GCSE Maths and English
- A Level education or equivalent.
Desirable
- Degree level education or equivalent
Experience
Essential
- Experience of dealing with confidential and sensitive data and appropriate maintenance and storage of records.
- Experience of administrative work
- Experience of teamworking
- Experience of using Microsoft Office
Desirable
- Experience of working in health establishments, primary care or general practice especially.
Knowledge and Skills
Essential
- A friendly approach and a high level of outward looking interpersonal skills and the ability to liaise effectively with a wide range of people including the PCN member practices, the CCG, partner organisations and significant stakeholders
- Ability to provide project management methodology to plan and implement project deliverables, ensuring that targets and milestones are met and delivered on time.
- Developing robust communications processes to meet audience needs.
- Implementing mechanisms for communicating effectively the progress of the project across all key stakeholders. First class organisational skills including the ability to prioritise work, balance conflicting priorities, monitor progress and exercise judgement about chasing progress as necessary
- Strong IT skills including a high level of proficiency in software programmes such as Word, Power Point, Excel, Access and Outlook
- A working knowledge of the issues of GDPR
- Excellent written and verbal communication skills to draft letters, briefing notes etc. and high attention to detail
- Ability to carry out research using appropriate methods including the internet
- Ability to manage a heavy and demanding workload and work under pressure to meet deadlines
Desirable
- Information compliance training re Freedom of Information and Data Protection
- NHS specific IT system experience
- Understanding of NHS services
Personal Attributes
Essential
- Highest level of professionalism, discretion and diplomacy in dealing with confidential information, sensitive issues or high-profile contacts
- Confident and proactive with the ability to work using own initiative and judgement and know when it is reasonable to do so
- To be an independent learner
- Commitment to continuous professional development and ability to learn new skills quickly
Team and management skills
Essential
- Ability to take own initiative as appropriate and also to work as a member of a team
- Willingness to travel and work flexibly at times to meet the demands of the role to include some occasional evening and weekend working
- Willingness to adopt a flexible and collaborative approach to tasks
Person Specification
Qualifications
Essential
- Grade C or above in GCSE Maths and English
- A Level education or equivalent.
Desirable
- Degree level education or equivalent
Experience
Essential
- Experience of dealing with confidential and sensitive data and appropriate maintenance and storage of records.
- Experience of administrative work
- Experience of teamworking
- Experience of using Microsoft Office
Desirable
- Experience of working in health establishments, primary care or general practice especially.
Knowledge and Skills
Essential
- A friendly approach and a high level of outward looking interpersonal skills and the ability to liaise effectively with a wide range of people including the PCN member practices, the CCG, partner organisations and significant stakeholders
- Ability to provide project management methodology to plan and implement project deliverables, ensuring that targets and milestones are met and delivered on time.
- Developing robust communications processes to meet audience needs.
- Implementing mechanisms for communicating effectively the progress of the project across all key stakeholders. First class organisational skills including the ability to prioritise work, balance conflicting priorities, monitor progress and exercise judgement about chasing progress as necessary
- Strong IT skills including a high level of proficiency in software programmes such as Word, Power Point, Excel, Access and Outlook
- A working knowledge of the issues of GDPR
- Excellent written and verbal communication skills to draft letters, briefing notes etc. and high attention to detail
- Ability to carry out research using appropriate methods including the internet
- Ability to manage a heavy and demanding workload and work under pressure to meet deadlines
Desirable
- Information compliance training re Freedom of Information and Data Protection
- NHS specific IT system experience
- Understanding of NHS services
Personal Attributes
Essential
- Highest level of professionalism, discretion and diplomacy in dealing with confidential information, sensitive issues or high-profile contacts
- Confident and proactive with the ability to work using own initiative and judgement and know when it is reasonable to do so
- To be an independent learner
- Commitment to continuous professional development and ability to learn new skills quickly
Team and management skills
Essential
- Ability to take own initiative as appropriate and also to work as a member of a team
- Willingness to travel and work flexibly at times to meet the demands of the role to include some occasional evening and weekend working
- Willingness to adopt a flexible and collaborative approach to tasks
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.