Job summary
We are currently looking to employ a Personal Assistant the Practice
Manager, to join our team at Burlington Primary Care.
This is a great opportunity and first hand way to be involved
and see how we shape and deliver primary care to our patients.
Main duties of the job
You will be required to provide a comprehensive personal administrative
and secretarial service to the Practice Manager, assist with the operational
day-to-day tasks for effective practice management and as required provide
cover for the new role of Clinical and Admin Projects Support Officer
This
will include:
Prepare and type reports and associated papers as
directed by the PM (e.g. for internal and external meetings, presentations,
reviews etc.)
Devise and maintain office systems, including data
management and filing
Assist and manage patient complaints
Supporting/organising and note taking for meetings
Manage the Practice Managers diary, organising and
scheduling meetings
Ensure practice policies and procedures are
monitored, reviewed and kept up to date
Work on ad-hoc / specific projects as directed by
the PM
Maintain the Practice meeting action log
Maintain and distribute practice communications
Produce and circulate regular staff, clinical and
patient newsletters
Maintenance of the Practice website and intranet
Where needed, assist the wider team with ad-hoc
administrative tasks and stand-in for non-clinical team members if absence
causes staff shortages
Provide an effective and efficient administrative
service
Liaise with partner organisations across the health
sector
Assist with recruitment of new staff including
advertisement of jobs
About us
Burlington Primary Care is an innovative surgery working
hard for the benefit of 'our patients, our team'
We currently have a vacancy for a PA to the Practice Manager
We are looking for a kind, enthusiastic, reliable,
hardworking and flexible candidate to join us.
You will be part of our multi-discipline team which consists
of GP partners, salaried GPs, trainee GPs, advanced clinical practitioners,
practice nurses, emergency care practitioners, health care assistants,
pharmacists, admin assistants, care navigators, care co-ordinators, wellbeing
coach and a management team.
What we can offer you.
A
permanent position.
6 weeks
holiday plus bank holidays.
Membership
to NHS pension scheme with 14.38% employer contribution
Monthly
well-being staff events
Staff
well-being rest rooms that includes an outside garden space
Team
building events
Staff
development - for staff to progress within the organisation.
Staff
Parking
Central
town location with easy access to shops/park facilities
Personalised
NHS fleece
Eye Care
Voucher
Funded
refreshments
Job description
Job responsibilities
1. DESCRIPTION OF THE ROLE:
To provide a comprehensive personal
administrative and secretarial service to the Practice Manager.
To assist the Practice Manager with the
operational day-to-day tasks for effective practice management
To provide cover for the Clinical and Admin
Projects Support Officer
2. DIMENSIONS:
Prepare and type reports and associated papers
as directed by the PM (e.g. for internal and external meetings, presentations,
reviews etc.)
Devise and maintain office systems, including
data management and filing
Assist and manage patient complaints
Supporting/organising and minuting meetings
Manage the Practice Managers diary to organise and schedule meetings
Ensure practice policies and procedures are
monitored, reviewed and kept up to date
Work on ad-hoc / specific projects as directed
by the PM
Undertake effective (and robust) internet
research and information gathering for specific projects
Maintain the Practice meeting action log
Maintain and distribute practice
communications
Produce and circulate regular staff, clinical and
patient newsletters
Assist the PM in staff meetings and any
actions that flow from them
Assist with the maintenance of the Practice
website and intranet
Where needed, assist the wider team with ad-hoc
administrative tasks and stand-in for non-clinical team members if absence
causes staff shortages
Order lunch and refreshments for meetings and
events
Maintain an accurate electronic and paper
filing systems
Provide an effective and efficient
administrative service
Liaise with partner organisations across the
health sector
Assist with recruitment of new staff including
advertisement of jobs
Work with the senior management team to assist
with covid-19 clinic management
Job description
Job responsibilities
1. DESCRIPTION OF THE ROLE:
To provide a comprehensive personal
administrative and secretarial service to the Practice Manager.
To assist the Practice Manager with the
operational day-to-day tasks for effective practice management
To provide cover for the Clinical and Admin
Projects Support Officer
2. DIMENSIONS:
Prepare and type reports and associated papers
as directed by the PM (e.g. for internal and external meetings, presentations,
reviews etc.)
Devise and maintain office systems, including
data management and filing
Assist and manage patient complaints
Supporting/organising and minuting meetings
Manage the Practice Managers diary to organise and schedule meetings
Ensure practice policies and procedures are
monitored, reviewed and kept up to date
Work on ad-hoc / specific projects as directed
by the PM
Undertake effective (and robust) internet
research and information gathering for specific projects
Maintain the Practice meeting action log
Maintain and distribute practice
communications
Produce and circulate regular staff, clinical and
patient newsletters
Assist the PM in staff meetings and any
actions that flow from them
Assist with the maintenance of the Practice
website and intranet
Where needed, assist the wider team with ad-hoc
administrative tasks and stand-in for non-clinical team members if absence
causes staff shortages
Order lunch and refreshments for meetings and
events
Maintain an accurate electronic and paper
filing systems
Provide an effective and efficient
administrative service
Liaise with partner organisations across the
health sector
Assist with recruitment of new staff including
advertisement of jobs
Work with the senior management team to assist
with covid-19 clinic management
Person Specification
Experience
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 ICB, 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
- Experience of using SystmOne clinical system
- Information compliance training re Freedom of Information and Data Protection
- NHS specific IT system experience
- Understanding of NHS services
Qualifications
Essential
- Grade C or above in GCSE Maths and English
- Experience of dealing with confidential and sensitive data and appropriate maintenance and storage of records.
- Experience of administrative work
- Experience of team working
- Experience of using Microsoft Office
Desirable
- A Level education or equivalent
- Degree level education or equivalent
- Experience of working in health establishments, primary care or general practice especially.
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
- 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
Experience
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 ICB, 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
- Experience of using SystmOne clinical system
- Information compliance training re Freedom of Information and Data Protection
- NHS specific IT system experience
- Understanding of NHS services
Qualifications
Essential
- Grade C or above in GCSE Maths and English
- Experience of dealing with confidential and sensitive data and appropriate maintenance and storage of records.
- Experience of administrative work
- Experience of team working
- Experience of using Microsoft Office
Desirable
- A Level education or equivalent
- Degree level education or equivalent
- Experience of working in health establishments, primary care or general practice especially.
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
- 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.
