Job summary
The Personal Assistant (PA) is a key support role for the Practice Manager, focused on enhancing managerial efficiency by providing comprehensive administrative and secretarial support. This position involves managing communication, organising schedules, preparing reports, and handling confidential information with discretion.
The PA plays a crucial role in the smooth running of the practice by facilitating effective communication channels between the Practice Manager and other staff, as well as external stakeholders. The role demands high levels of organisational skills, attention to detail, and the ability to multitask effectively under pressure. The PA will also assist in the preparation of meetings, management of office systems, and the coordination of managerial tasks and projects.
The Practice aims to provide a primary site for the post holder to work from, fostering stability and a strong team relationship. However, flexibility is required, and the post holder must be willing to work at other branch sites, when necessary, either on a temporary or permanent basis. Practice core hours are 8am to 6:30pm, Monday to Friday, with extended hours from 6:30pm to 8pm on weekdays and 8am to 4pm on Saturdays. Where required, the post holder must be willing to work their contractual hours during both core and extended hours, although the Practice will consider their preferences.
Main duties of the job
Administrative Support- Support with incoming mail, emails, phone calls. Draft responses, reports, audits. Typing minutes for SLT meetings and practice manager meetings adhoc.
Schedule/diary management- maintain the practice managers diary, schedule appointments and meetings and coordinate engagements. Plan and book travel where required.
Project support- provide support on projects with data collection, diary management, events management for projects.
Communication- Act as a point of contact between the practice manager and internal and external staff facilitating a smooth flow of information. Manage contact between external stakeholders, suppliers, health care services with the practice manager.
Record keeping- Handle sensitive and confidential information with discretion. Support with database management such as filing and recording of personnel folders, budgeting, staff matrix.
Office Management -Help with supply coordination and stock ordering for sites
About us
Mayflower Medical Group is a primary care organisation providing high-quality, patient-centred healthcare across five GP practices in Plymouth. Our dedicated team delivers a wide range of services including GP, Advanced Nurse Practitioner (ANP), Physiotherapy, and Nursing appointments, alongside other essential primary care support via admin and care navigation teams.
We are part of the Fuller and Forbes Healthcare Group, a wider network of practices operating across the UK. This connection enables us to share best practices, strengthen service delivery, and continually enhance the care we provide to our local communities.
At Mayflower Medical Group, we are committed to delivering accessible, compassionate, and comprehensive healthcare to our patients while supporting our staff through professional development and collaborative working.
Job description
Job responsibilities
Key
details
Practice Location Stirling Road
Contract Type Permanent, part time or full time
Hours 25-37.5
hours per week
Reporting toPractice Manager
Role purpose
The Personal
Assistant is a key support
role for the Practice Manager, focused on enhancing managerial efficiency
by providing comprehensive administrative and secretarial support.
This position involves
managing communication, organising schedules, preparing reports, and handling confidential information with discretion.
The PA plays a crucial role in the smooth
running of the practice by facilitating effective communication
channels between the Practice
Manager and other staff, as well as
external stakeholders. The role demands high levels of organisational skills, attention to detail, and the
ability to multitask effectively
under pressure. The PA will
also assist in the preparation of meetings, management of
office systems, and the coordination of managerial tasks and projects.
The Practice
aims to provide a primary site for the post holder to work from, fostering stability and a strong team relationship. However, flexibility is required, and the post holder
must be willing to work at other branch sites, when necessary, either
on a temporary or permanent
basis. Practice core hours are 8am
to 6:30pm, Monday
to Friday, with extended hours from 6:30pm to 8pm on weekdays
and 8am to 4pm on Saturdays.
Where required, the post holder must be willing to work their contractual hours during both core and extended hours, although the Practice will consider their preferences.
Role duties
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 Manager's 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 Manager's diary, schedule appointments, and coordinate engagements to optimise time management.
Travel Arrangements Plan and book travel, including
accommodations and itineraries, ensuring the Practice
Manager's 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.
Job description
Job responsibilities
Key
details
Practice Location Stirling Road
Contract Type Permanent, part time or full time
Hours 25-37.5
hours per week
Reporting toPractice Manager
Role purpose
The Personal
Assistant is a key support
role for the Practice Manager, focused on enhancing managerial efficiency
by providing comprehensive administrative and secretarial support.
This position involves
managing communication, organising schedules, preparing reports, and handling confidential information with discretion.
The PA plays a crucial role in the smooth
running of the practice by facilitating effective communication
channels between the Practice
Manager and other staff, as well as
external stakeholders. The role demands high levels of organisational skills, attention to detail, and the
ability to multitask effectively
under pressure. The PA will
also assist in the preparation of meetings, management of
office systems, and the coordination of managerial tasks and projects.
The Practice
aims to provide a primary site for the post holder to work from, fostering stability and a strong team relationship. However, flexibility is required, and the post holder
must be willing to work at other branch sites, when necessary, either
on a temporary or permanent
basis. Practice core hours are 8am
to 6:30pm, Monday
to Friday, with extended hours from 6:30pm to 8pm on weekdays
and 8am to 4pm on Saturdays.
Where required, the post holder must be willing to work their contractual hours during both core and extended hours, although the Practice will consider their preferences.
Role duties
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 Manager's 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 Manager's diary, schedule appointments, and coordinate engagements to optimise time management.
Travel Arrangements Plan and book travel, including
accommodations and itineraries, ensuring the Practice
Manager's 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.
Person Specification
Experience
Essential
- Business administration, secretary
Desirable
- Experience in primary care
Qualifications
Essential
- GCSE grade A to C in English and Maths
Desirable
Person Specification
Experience
Essential
- Business administration, secretary
Desirable
- Experience in primary care
Qualifications
Essential
- GCSE grade A to C in English and Maths
Desirable
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.
