PA to the Practice Manager

High Street Surgery

The closing date is 16 June 2024

Job summary

This role is to provide high quality, effective, confidential support to the Practice Manager and Deputy Practice Manager.

The post holder will be expected to work independently using their own initiative to ensure daily tasks and on-going responsibilities are prioritised and completed within agreed timeframes. The key requirements of this interesting and varied post are an attention to detail to maintain high standards of administrative support in a busy medical team whilst retaining a calm and flexible approach. Willingness to work as part of a team, provide cover for colleagues and share common tasks is essential.

This role is subject to a high degree of confidentiality in line with the information that will be accessed within the day-to-day duties.

Main duties of the job

Provide complex diary management, arranging of meetings, appointments, and interviews as required.

To prepare and type agenda and take, type and distribute minutes of meetings.

To be responsible for the preparation and circulation of meeting information and agendas.

Maintain and develop a variety of systems to effectively management workloads.

To provide administrative support for booking of rooms and arranging meetings, including the setting up of meetings, event planning and organising.

To maintain internal filing systems aligned in accordance to the nonclinical records management.

Answer the telephone when PM absent from desk, passing on clear messages and information

Manage GP Net planning appraisals, HR checks. Meetings/risk assessments/policy's print off give for review, update once checked

Organising and liaising with Patient Participation Group

To maintain and organise internal databases

To order and maintain equipment stocks, to check, prepare for authorisation and distribute equipment orders.

General administration details such as; shared responsibility for the collection and distribution of all post, send and receive emails and photocopying.

Receiving and greeting visitors.

To work as part of a team and closely with Practice Administrator to support in times of absence.

Anyother duties which may reasonable be required from time to time.

About us

High Street Surgery is a busy, friendly practice in the costal town of Lowestoft. We are a dedicated and hard working team, striving to improve health outcomes for our patients.

Staff engagement, training and development is important to us. We hold regular team and practice meetings. With 6 weekly lunch and learn sessions that all staff are encouraged to attend.

Date posted

21 May 2024

Pay scheme

Other

Salary

£12.50 to £13 an hour

Contract

Permanent

Working pattern

Full-time, Part-time, Flexible working

Reference number

A2466-24-0014

Job locations

High Street

Lowestoft

Suffolk

NR32 1JE


Job description

Job responsibilities

The post-holder should recognise the importance of effective communication within the team and will strive to:

Maintain effective communication between teams

At all times provide effective, confident and efficient administration service.

To be responsible for the taking and production of any minutes of meetings as required.

Answer and manage telephone calls from patients, relatives, members of the public, healthcare professionals and hospital departments.

Prioritise and action incoming and outgoing mail, including email, internal and external correspondence with the timely distribution of mail to the relevant place.

At all times the post holder will be dealing with matters of a highly confidential, sensitive and sometimes commercially sensitive nature.

To provide effective, efficient and accurate diary management, at all times assessing the appropriateness of meeting timings and arrangements with the intent of improving productivity through effective time management. This will include planning for situations which are known and planning to re-prioritise work to accommodate unexpected situations and interruptions.

To use email, electronic diaries, internet/intranet and the MS applications specifically Word, PowerPoint and Excel. Willing to train in the use of other applications and databases.

Compilation of reports and presentations using the full range of Microsoft Office applications to strict timescales and deadlines to the care organisation teams to ensure this is achieved. This will involve keeping to deadlines to ensure information is available for key meetings.

Provides, receives and manages information electronically, verbally or in writing which may be of a confidential or sensitive nature, which may involve individual, staff or patient matters or matters of commercial confidence.

Job description

Job responsibilities

The post-holder should recognise the importance of effective communication within the team and will strive to:

Maintain effective communication between teams

At all times provide effective, confident and efficient administration service.

To be responsible for the taking and production of any minutes of meetings as required.

Answer and manage telephone calls from patients, relatives, members of the public, healthcare professionals and hospital departments.

Prioritise and action incoming and outgoing mail, including email, internal and external correspondence with the timely distribution of mail to the relevant place.

At all times the post holder will be dealing with matters of a highly confidential, sensitive and sometimes commercially sensitive nature.

To provide effective, efficient and accurate diary management, at all times assessing the appropriateness of meeting timings and arrangements with the intent of improving productivity through effective time management. This will include planning for situations which are known and planning to re-prioritise work to accommodate unexpected situations and interruptions.

To use email, electronic diaries, internet/intranet and the MS applications specifically Word, PowerPoint and Excel. Willing to train in the use of other applications and databases.

Compilation of reports and presentations using the full range of Microsoft Office applications to strict timescales and deadlines to the care organisation teams to ensure this is achieved. This will involve keeping to deadlines to ensure information is available for key meetings.

Provides, receives and manages information electronically, verbally or in writing which may be of a confidential or sensitive nature, which may involve individual, staff or patient matters or matters of commercial confidence.

Person Specification

Qualifications

Essential

  • GCSE grade A to C in English and Maths

Experience

Essential

  • Experience working as a PA

Desirable

  • Experience of working in Primary Care
Person Specification

Qualifications

Essential

  • GCSE grade A to C in English and Maths

Experience

Essential

  • Experience working as a PA

Desirable

  • Experience of working in Primary Care

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

High Street Surgery

Address

High Street

Lowestoft

Suffolk

NR32 1JE


Employer's website

https://highstreetsurgerylowestoft.nhs.uk/ (Opens in a new tab)

Employer details

Employer name

High Street Surgery

Address

High Street

Lowestoft

Suffolk

NR32 1JE


Employer's website

https://highstreetsurgerylowestoft.nhs.uk/ (Opens in a new tab)

For questions about the job, contact:

Practice Manager

Anni Baldry

01502502888

Date posted

21 May 2024

Pay scheme

Other

Salary

£12.50 to £13 an hour

Contract

Permanent

Working pattern

Full-time, Part-time, Flexible working

Reference number

A2466-24-0014

Job locations

High Street

Lowestoft

Suffolk

NR32 1JE


Supporting documents

Privacy notice

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