Personal Assistant

Job description

Job responsibilities

Administrative Support:

Correspondence Management: Handle incoming and outgoing communications, including emails, phone calls, and postal mail, ensuring timely and accurate responses.

Document Preparation: Draft, format, and prepare documents such as reports, memos, and presentations to support the Practice Managers requirements.

Meeting Coordination: Organise and schedule meetings, prepare agendas, distribute information to attendees, and take detailed minutes to document discussions and actions.

Reports: Preparation and collation of reports, SARS, CQC notifications, drug and device alerts where required.

Schedule Management:

Diary Management: Maintain the Practice Managers diary, schedule appointments, and coordinate engagements to optimise time management.

Travel Arrangements: Plan and book travel, including accommodations and itineraries, ensuring the Practice Managers schedule is efficient and cost-effective.

Project Support:

Project Assistance: Provide support on projects from inception through to completion, including data collection, analysis, and presentation of findings.

Event Management: Assist in the organisation and execution of practice events, including staff training sessions and patient engagement initiatives.

Communication:

Internal Liaison: Act as a point of contact between the Practice Manager and other staff or departments, facilitating smooth information flow.

External Communication: Manage relationships with external stakeholders, including suppliers, healthcare partners, and regulatory bodies, to maintain positive and productive connections.

Record Keeping and Data Management:

Confidentiality Maintenance: Handle sensitive or confidential information with discretion and in compliance with privacy laws.

Database Management: Update and maintain administrative databases, ensuring all data is accurate, up-to-date, and securely stored.

Financial Assistance:

Expense Processing: Manage and process expenses for the Practice Manager, ensuring accurate and timely reimbursement.

Budget Assistance: Help monitor and record departmental expenditures against the budget, providing reports to the Practice Manager.

Office Management:

Supply Coordination: Keep track of office supplies inventory and reorder supplies to avoid shortages.

Facilities Oversight: Assist in the management of office facilities and work with service providers to ensure a functional and safe working environment.

Miscellaneous:

The Practice recognises that the role above is wide and varied is evolving in nature. Therefore, this job description is not intended to be exhaustive and there will be other tasks and duties that the post holder will be expected to perform within what is ordinarily expected of this role

Person Specification

Experience

Essential

• Proven experience as a Personal Assistant
• Experience in handling confidential information and supporting senior managerial or executive staff
• Exceptional organisational and time management skills
• Advanced proficiency in Microsoft Office Suite
• Excellent written and verbal communication skills
• Strong interpersonal skills
• Competence in assisting with project management
• Ability to work independently and as part of a team on complex and confidential projects
• High level of accuracy and attention to detail in all aspects of work

Desirable

• Technical Skills:
• Proficiency in using SystmOne
• Skills in managing online platforms and digital communication tools to enhance office efficiency
• High degree of discretion and professional judgment
• Flexible and adaptive capable of responding to changing priorities and managing occasional high-pressure situations.
• Commitment to ongoing professional development to enhance skills relevant to the role
• Willingness to undertake further training to keep up with advances in business administration and healthcare management.
• Initiative and problem-solving abilities
• Excellent customer service orientation

Qualifications

Essential

• Educational Background:
• Higher National Diploma (HND) or equivalent in Business Administration, Secretary Studies, or a related field, or equivalent experience.
• Additional qualifications in office management or executive support are advantageous.

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

Fuller and Forbes Partnership

Address

Stirling Road Medical Centre

Plymouth

PL5 1PL

Employer's website

http://bramleyonline.co.uk/ (Opens in a new tab)