Job summary
Burnley Group Practice is looking to recruit an
enthusiastic, conscientious and motivated Practice Secretary to join our
fantastic multi-disciplinary team.
You will have a calm, confident and helpful manner with
excellent communication skills along with the ability to problem solve and work
under pressure. You will be educated to a good standard and must have excellent
IT skills.
This is an established post and the post holder will be responsible for the provision of a high-quality secretarial service to the Senior Management Team and ensuring delivery of the Practice Meeting structure which covers a wide range of meetings including Partners, Lead GPs and various team meetings. In addition, the post holder will manage the Practice's website and social media accounts.
You will need to feel comfortable with technology, and also
with change since the NHS is required to constantly change to meet the emerging
needs of our population.
The role is offered over 30 hours per week to be worked over
5 days between the hours of 8.00am & 6.30pm. The final working pattern will
be agreed with the successful candidate.
The successful candidate will be required to complete a 3 month
probationary period which will be paid at minimum wage. This will increase when
a permanent contract is issued to a rate between £12.31 -£13.13 per hour
depending on experience.
Main duties of the job
You will have experience working at a high level and have an excellent range of secretarial and administrative skills including word processing, knowledge of spreadsheets and databases and must be able to produce clear and accurate meeting notes or Minutes.
You will have excellent communication and organisational skills. You will be able to prioritise work, have the ability to work unsupervised and deal with confidential and sensitive documents and information.
The post holder will be expected to be able to work autonomously, using their own initiative within clear lines of responsibility and accountability and will have a good eye for detail.
Main Job responsibilities
- To
provide secretarial and admin support to the Senior Management Team including
timely provision of information, diary management and support in their day-to-day work
- To
implement and manage the Practice Schedule of Meetings including
scheduling meetings, invitation of attendees, preparation and distribution
of agendas and papers
- Take
and transcribe accurate notes or minutes of meetings in a timely fashion
ensuring all follow-up action is taken
- To
assimilate, manage and communicate a wide range of information to Partners
and Practice staff.
- To
prepare correspondence, papers and reports as required
- To undertake specific assigned tasks or projects as requested by the Senior Managers
Further information can be found on the attached Job Description
About us
Burnley Group Practice is a large training practice based
over three sites in Burnley - at St Peter's Centre, on Manchester Road and in
Kiddrow Lane Health Centre.
We have an extensive multi-disciplinary team with a wide
range of clinical and administrative staff and believe that Teamwork is
essential to deliver the best possible patient care.
We expect all our staff to work to the highest standards and
we strive to offer the best service we can to our patients, but we also want
our staff to be happy and healthy and we work tirelessly to ensure that the
environment our team works in provides the setting for this to happen.
We offer a good package of terms and conditions including 6
week's annual leave and parking at all three sites (off-site at St Peter's
Centre)
Job description
Job responsibilities
This
role is to provide a high-quality secretarial and administrative service to the
Senior Management Team and manage the Practice Meeting Structure. This will include diary management, preparation and distribution of Agendas and associated papers and production of accurate notes/Minutes. In addition the post holder will carry out a range of administrative functions including management of the Practice website and social media accounts.
The post holder will
maintain effective working relationships at all levels within the Practice and
liaise with other NHS Organisations as necessary.
MAIN DUTIES
-
To provide secretarial and admin support to the Senior
Management Team including timely provision of information, diary management,
and support in their day to day work.
-
To deal with confidential and sensitive documents and
information maintaining the strictest of confidentiality and discretion at all
times.
-
To assimilate, manage and communicate a wide range of
information to Partners and Practice staff and Patient Groups.
-
To Implement and manage the Practice schedule of
meetings including scheduling meetings, invitation of attendees, preparation and
distribution of agendas and papers.
-
To attend meetings, take and transcribe accurate notes or minutes of meetings
in a timely fashion, ensuring all follow-up action is taken
-
To prepare correspondence, papers and reports as required.
-
Maintain accurate and effective filing systems
ensuring files and specific information can be easily retrieved.
-
To Manage room bookings for meetings and other Practice
Events
-
To manage and update the Practice Website and other social media accounts
- To ensure waiting room information and display boards are maintained with accurate and up to date information
- To maintain the Practice Asset Register
- To process stationery and other orders on behalf of the Practice.
- To work as part of a wider multi-disciplinary team employing
excellent interpersonal and communication skills
-
To undertake specific assigned tasks or projects as
requested by the Senior Managers
-
To work independently on all aspects of the role,
managing own workload and working autonomously whilst recognizing when it is
appropriate to seek advice or assistance.
Job description
Job responsibilities
This
role is to provide a high-quality secretarial and administrative service to the
Senior Management Team and manage the Practice Meeting Structure. This will include diary management, preparation and distribution of Agendas and associated papers and production of accurate notes/Minutes. In addition the post holder will carry out a range of administrative functions including management of the Practice website and social media accounts.
The post holder will
maintain effective working relationships at all levels within the Practice and
liaise with other NHS Organisations as necessary.
MAIN DUTIES
-
To provide secretarial and admin support to the Senior
Management Team including timely provision of information, diary management,
and support in their day to day work.
-
To deal with confidential and sensitive documents and
information maintaining the strictest of confidentiality and discretion at all
times.
-
To assimilate, manage and communicate a wide range of
information to Partners and Practice staff and Patient Groups.
-
To Implement and manage the Practice schedule of
meetings including scheduling meetings, invitation of attendees, preparation and
distribution of agendas and papers.
-
To attend meetings, take and transcribe accurate notes or minutes of meetings
in a timely fashion, ensuring all follow-up action is taken
-
To prepare correspondence, papers and reports as required.
-
Maintain accurate and effective filing systems
ensuring files and specific information can be easily retrieved.
-
To Manage room bookings for meetings and other Practice
Events
-
To manage and update the Practice Website and other social media accounts
- To ensure waiting room information and display boards are maintained with accurate and up to date information
- To maintain the Practice Asset Register
- To process stationery and other orders on behalf of the Practice.
- To work as part of a wider multi-disciplinary team employing
excellent interpersonal and communication skills
-
To undertake specific assigned tasks or projects as
requested by the Senior Managers
-
To work independently on all aspects of the role,
managing own workload and working autonomously whilst recognizing when it is
appropriate to seek advice or assistance.
Person Specification
Knowledge
Essential
- -Understanding of confidentiality, Information Governance and Data Protection
- -Evidence of training in administration and/or office practices
Desirable
- -Knowledge of Primary Care or NHS organisations
- -Knowledge of EMIS clinical system
Skills
Essential
- -Able to produce correspondence, emails, letters, reports, presentations and spreadsheets as required
- -Able to produce clear and accurate meeting notes and Minutes
- -Possesses excellent communication and interpersonal skills
- -Able to communicate with all levels of colleagues in a proactive and professional manner
- - IT literate and able to use Microsoft Office including Word, Excel and Publisher
- -Able to use Microsoft Teams and Outlook
Qualifications
Essential
- - Secretarial/Admin qualification such as BTEC or NVQ level3/4
- - RSAII Word-processing
- -ECDL or equivalent
Desirable
Other
Essential
- -Self-motivated and able to work using own initiative with minimum supervision within the parameters of the role
- - Possesses problem solving skills and able to adapt to change to meet changing needs of the Practice
- -Able to work to deadlines
- -Has a professional attitude and can demonstrate commitment to a professional and high-level service.
- -Able to work to deadlines
Experience
Essential
- -Substantial experience working as a secretary at a senior manager level
- - Experience of formal Minute taking
- -Experience dealing with complex and confidential matters
- -Experience of planning and project work
- -Experience of drafting letters and documents
- -Experience of diary management and bring forward systems.
Desirable
- -Previous experience in the NHS
- -Previous experience of multi-disciplinary teamwork
Person Specification
Knowledge
Essential
- -Understanding of confidentiality, Information Governance and Data Protection
- -Evidence of training in administration and/or office practices
Desirable
- -Knowledge of Primary Care or NHS organisations
- -Knowledge of EMIS clinical system
Skills
Essential
- -Able to produce correspondence, emails, letters, reports, presentations and spreadsheets as required
- -Able to produce clear and accurate meeting notes and Minutes
- -Possesses excellent communication and interpersonal skills
- -Able to communicate with all levels of colleagues in a proactive and professional manner
- - IT literate and able to use Microsoft Office including Word, Excel and Publisher
- -Able to use Microsoft Teams and Outlook
Qualifications
Essential
- - Secretarial/Admin qualification such as BTEC or NVQ level3/4
- - RSAII Word-processing
- -ECDL or equivalent
Desirable
Other
Essential
- -Self-motivated and able to work using own initiative with minimum supervision within the parameters of the role
- - Possesses problem solving skills and able to adapt to change to meet changing needs of the Practice
- -Able to work to deadlines
- -Has a professional attitude and can demonstrate commitment to a professional and high-level service.
- -Able to work to deadlines
Experience
Essential
- -Substantial experience working as a secretary at a senior manager level
- - Experience of formal Minute taking
- -Experience dealing with complex and confidential matters
- -Experience of planning and project work
- -Experience of drafting letters and documents
- -Experience of diary management and bring forward systems.
Desirable
- -Previous experience in the NHS
- -Previous experience of multi-disciplinary teamwork
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.