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.
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.