Corporate Administrative Assistant

Job description

Job responsibilities

Due to our recent pay review, the hourly rate on this role is now £12.39.

Key Duties/Responsibilities

Deliver a diary-management function for the diaries of the Senior Leadership Team ensuring appropriate prioritisation.

Working alongside the Rota Team to ensure clinical diaries and Partner commitments are effectively managed to meet the needs of the business and corporate governance structure. This includes blocking meetings out for clinicians on EMIS (clinical software) and sending invites from the Outlook diary.

Delivery of a professional and efficient corporate secretarial services for internal meetings within the Corporate Governance Structure and external meetings as appropriate in line with the priorities of the Managing Partner, including the planning or meetings, agenda setting, coordination of meeting paperwork and minute taking as appropriate.

Deliver suitable correspondence including emails and letters as appropriate.

Support the delivery and organisation of events, including arrangements for venues, refreshments, attendance, key speakers/presenters and agenda setting.

As part of the role there will be occasional requirement to work into the evening and at weekend.

Confidentiality

In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.

In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential.

Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.

In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential.

Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.

Health & Safety

The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Practice Health & Safety Policy, to include:

Using personal security systems within the workplace according to Practice guidelines

Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks

Making effective use of training to update knowledge and skills

Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards

Reporting potential risks identified

Act as Chaperone when requested by clinician and in accordance with the Chaperone policy.

Equality and Diversity

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with the Practice policies and procedures, and current legislation

Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.

Behaving in a manner which is welcoming to the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Personal/Professional Development

The post-holder will participate in any training programme implemented by the Practice as part of this employment, such training to include:

Participation in an annual individual performance review, including taking responsibility for maintaining a record of their own personal and/or professional development.

Taking responsibility for their own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.

Quality

The post-holder will strive to maintain quality within the Practice, and will:

Alert other team members to issues of quality and risk

Assess own performance and take accountability for own actions, either directly or under supervision

Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance

Work effectively with individuals in other agencies to meet patients needs

Effectively manage own time, workload and resources

Safeguarding

LMP is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. All staff are therefore expected to behave in such a way that supports this commitment. You will be responsible for safeguarding the interests of children and adults who you come into contact during your work. To fulfil these duties, you will be required to attend training and development to recognise the signs and symptoms of abuse or individuals at risk, to follow local and national policy relating to safeguarding practice and to report and act on concerns you may have appropriately.

Communication

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

Communicate effectively with other team members

Communicate effectively with patients and carers

Recognise peoples needs for alternative methods of communication and respond accordingly

Infection Control

Adhere to the Practices infection control policies

Undertake regular infection control training, as required

Raise any infection control concerns to the infection control lead

Participate in any infection control audits, as required.

Contribution to the Implementation of Services:

The post-holder will

Apply Practice policies, standards and guidance

Discuss with other members of the team how the policies, standards and guidelines will affect own work

Participate in audit where appropriate

The job description and person specification are an outline of the main tasks, responsibilities and requirements of the role. The post holder will carry out any other duties as may reasonably be required by their line manager commensurate with the band of the post. The job description and person specification may be reviewed on an on-going basis in accordance with the changing needs of the LMP.

Person Specification

Qualifications

Essential

• Educated to GCSE standard, including English language at grade C/4 or above.
• Experience in document management, formatting and presentation.
• Experience of database/spreadsheet management.
• Experience of working in the NHS / Primary Care.
• Highly competent in the full suite of Microsoft Office packages: a combination of Word, Excel, Outlook, Power Point, Access, Publisher and Teams
• Able to communicate effectively (including producing good written information) and have excellent interpersonal skills
• Able to produce professional documentation with good written English for a variety of audiences
• Ability to organise own workload
• Good time management skills
• Well-honed judgement skills.
• Able to work effectively as part of a team
• Resilient in pressurised environments.
• Demonstrable loyalty and experience in managing highly confidential and sensitive information.
• A high level of business standards, with an ability to work accurately at pace whilst paying attention to detail.
• The ability to prioritise and balance a range of competing tasks and deliver within required timescales.
• Ability to prepare meeting papers, agendas and written minutes.
• Possess a professional appearance and manner.
• Ability to prioritise competing demands and balance longer term requirements with the day-to-day operational needs.
• Have drive, enthusiasm and initiative.
• Self-motivated.
• Flexible approach.
• Positive thinker.
• Able to work under pressure.

Desirable

• ECDL or equivalent relevant qualification.
• Experience of organizing events.
• Car driver/owner.

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

Lancaster Medical Practice

Address

University Medical Practice

Lancaster University, South West Drive, Bailrigg

Lancaster

LA1 4ZP

Employer's website

https://www.lancastermedicalpractice.co.uk/ (Opens in a new tab)