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Management Admin Assistant

Heartwood Medical Practice

The closing date is 16 December 2024

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Job summary

We have an exciting opportunity for an experienced Management Admin Assistant to cover maternity leave.

The ideal candidate will have previous GP experience and have worked in a similar role.

The role is for full time hours, working across Monday to Friday, we can offer some flexibility regarding working pattern during our usual opening hours of 7.30am 6.30pm. Some early starts and late finishes will be required.

The role might develop into a permanent position, for the right candidate.

Main duties of the job

The Management Admin Assistant role varies from day to day. The role requires a flexible, dynamic individual who can think on their feet, using their own initiative and common sense to problem solve issues as they arise, with minimal fuss.

The employee will provide administrative support to the Practice Manager and wider team, whilst also managing their own timetable of recurring administrative duties. They will need excellent prioritisation skills to handle unexpected issues and tasks, whilst also maintaining the delivery of routine administrative work to meet deadlines.

The scope of the role is very broad to meet practice needs. It can include supporting the completion of one-off complex projects to covering reception roles.

About us

Heartwood Medical Practice is a well-established and respected GP practice in the centre of Swadlincote, based within the modern Swadlincote Health Centre.

We have a growing patient list size of over 11,000, supported by a team of 40 staff. We have a friendly and supportive team, consisting of 4 GPs, Nurse Practitioners, Paramedic, Pharmacist, Nurses, Health Coach, HCAs and a strong admin team.

Date posted

14 November 2024

Pay scheme

Other

Salary

Depending on experience

Contract

Fixed term

Duration

12 months

Working pattern

Full-time, Part-time, Job share

Reference number

A4578-24-0006

Job locations

Heartwood Medical Practice

Civic Way

Swadlincote

Derbyshire

DE11 0AE


Job description

Job responsibilities

Job responsibilities

Management support

Assisting the Practice Manager with process improvement and quality improvement projects, implementing new processes and supporting the team during the transition phase.

Resource planning organising clinical rotas to ensure adequate resource levels. This will include planning Duty GP days and clinician holidays. Escalating issues to management regarding cover requirements.

Identifying and anticipating potential problems such as shortage of staff, appointment availability, waiting lists, room availability, and raising such issues to Practice Manager.

Reception support

Providing cover and assistance to the Reception Supervisor, ensuring appropriate cover for the reception/admin teams, and covering ad hoc gaps as part of role.

Assisting the Reception and Admin team with their roles by providing help and support, as well as staff training.

Keeping an overview of the daily tasks and roles of varied teams to ensure work is being completed in a timely manner.

Supporting colleagues to maintain an efficient, hardworking, and friendly working environment.

Maintaining excellent communication across all the team to keep them inform of any changes and assist with leading team meetings.

HR

Supporting the induction of new staff and medical students, such as timetable planning, handling queries and setting up on SytsmOne.

IT support

Managing and resolving all site IT issues.

General admin tasks

Completing variety of administrative tasks within the practice.

Ordering stock and keeping overview of stock supplies to ensure there are sufficient supplies.

Providing support to wider team in the form of helping with queries, tasks and IT issues.

Supporting with Private work, Deductions, Coding/Workflow, Reception etc as needed.

Patient support

Promoting and providing excellent customer service.

Handing initial verbal complaints.

Chaperone for patients as needed.

Experience

Essential

Experience working in GP practice or Healthcare setting.

Experience working in leadership role.

Experience with SystmOne.

Skills

Essential

Critical thinking and problem solving.

Strong understanding of computers with excellent IT skills.

Knowledge and skills with using Word and Excel.

Good organisational skills.

Strong interpersonal and verbal communication skills.

Being well presented and motivated individual who always maintain a high level of professionalism.

Able to work independently and within a great team.

Compassion and understanding towards patients and colleagues.

Job description

Job responsibilities

Job responsibilities

Management support

Assisting the Practice Manager with process improvement and quality improvement projects, implementing new processes and supporting the team during the transition phase.

Resource planning organising clinical rotas to ensure adequate resource levels. This will include planning Duty GP days and clinician holidays. Escalating issues to management regarding cover requirements.

Identifying and anticipating potential problems such as shortage of staff, appointment availability, waiting lists, room availability, and raising such issues to Practice Manager.

Reception support

Providing cover and assistance to the Reception Supervisor, ensuring appropriate cover for the reception/admin teams, and covering ad hoc gaps as part of role.

Assisting the Reception and Admin team with their roles by providing help and support, as well as staff training.

Keeping an overview of the daily tasks and roles of varied teams to ensure work is being completed in a timely manner.

Supporting colleagues to maintain an efficient, hardworking, and friendly working environment.

Maintaining excellent communication across all the team to keep them inform of any changes and assist with leading team meetings.

HR

Supporting the induction of new staff and medical students, such as timetable planning, handling queries and setting up on SytsmOne.

IT support

Managing and resolving all site IT issues.

General admin tasks

Completing variety of administrative tasks within the practice.

Ordering stock and keeping overview of stock supplies to ensure there are sufficient supplies.

Providing support to wider team in the form of helping with queries, tasks and IT issues.

Supporting with Private work, Deductions, Coding/Workflow, Reception etc as needed.

Patient support

Promoting and providing excellent customer service.

Handing initial verbal complaints.

Chaperone for patients as needed.

Experience

Essential

Experience working in GP practice or Healthcare setting.

Experience working in leadership role.

Experience with SystmOne.

Skills

Essential

Critical thinking and problem solving.

Strong understanding of computers with excellent IT skills.

Knowledge and skills with using Word and Excel.

Good organisational skills.

Strong interpersonal and verbal communication skills.

Being well presented and motivated individual who always maintain a high level of professionalism.

Able to work independently and within a great team.

Compassion and understanding towards patients and colleagues.

Person Specification

Experience

Essential

  • EXPERIENCE
  • Essential
  • Experience working in GP practice or Healthcare setting.
  • Experience working in leadership role.
  • Experience with SystmOne.
  • SKILLS
  • Essential
  • Critical thinking and problem solving.
  • Strong understanding of computers with excellent IT skills.
  • Knowledge and skills with using Word and Excel.
  • Good organisational skills.
  • Strong interpersonal and verbal communication skills.
  • Being well presented and motivated individual who always maintain a high level of professionalism.
  • Able to work independently and within a great team.
  • Compassion and understanding towards patients and colleagues.
Person Specification

Experience

Essential

  • EXPERIENCE
  • Essential
  • Experience working in GP practice or Healthcare setting.
  • Experience working in leadership role.
  • Experience with SystmOne.
  • SKILLS
  • Essential
  • Critical thinking and problem solving.
  • Strong understanding of computers with excellent IT skills.
  • Knowledge and skills with using Word and Excel.
  • Good organisational skills.
  • Strong interpersonal and verbal communication skills.
  • Being well presented and motivated individual who always maintain a high level of professionalism.
  • Able to work independently and within a great team.
  • Compassion and understanding towards patients and colleagues.

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

Heartwood Medical Practice

Address

Heartwood Medical Practice

Civic Way

Swadlincote

Derbyshire

DE11 0AE


Employer's website

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

Employer details

Employer name

Heartwood Medical Practice

Address

Heartwood Medical Practice

Civic Way

Swadlincote

Derbyshire

DE11 0AE


Employer's website

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

For questions about the job, contact:

Practice Manager

Michelle Hurley

michelle.hurley4@nhs.net

01283818100

Date posted

14 November 2024

Pay scheme

Other

Salary

Depending on experience

Contract

Fixed term

Duration

12 months

Working pattern

Full-time, Part-time, Job share

Reference number

A4578-24-0006

Job locations

Heartwood Medical Practice

Civic Way

Swadlincote

Derbyshire

DE11 0AE


Supporting documents

Privacy notice

Heartwood Medical Practice's privacy notice (opens in a new tab)