Personal Assistant

Burlington Primary Care

Information:

This job is now closed

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

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.

Employer details

Employer name

Burlington Primary Care

Address

14 Burlington Road

Ipswich

Suffolk

IP1 2EU


Employer's website

https://www.burlingtonprimarycare.co.uk/ (Opens in a new tab)


For questions about the job, contact:

Laura Woollard

laura.woollard@nhs.net

01473211661

Date posted

10 November 2021

Pay scheme

Other

Salary

£9.91 an hour

Contract

Permanent

Working pattern

Full-time, Part-time, Job share

Reference number

A2370-21-1835

Job locations

14 Burlington Road

Ipswich

Suffolk

IP1 2EU


206 Hawthorn Drive

Ipswich

IP2 0QQ


Supporting documents

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Saturday: 9am to 3pm

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