Practice Manager's Assistant

Job description

Job responsibilities

Duties

This is a new and evolving role and the following duties may change over time.

Personnel and Training

Support the Practice Manager with HR matters including but not limited to recruitment, staff inductions and the maintenance of staff records.

Management of annual leave for both sites.

Support the Practice Manager with the scheduling and completion of annual appraisals.

Support staff training needs and to maintain accurate staff training records.

Finance

Manage petty cash for both sites.

Collate and verify overtime and mileage claims for monthly payroll processing.

Verify invoices on receipt and submit to practice accounting software (Xero).

Preparation of invoices as and when required by the Practice Manager.

Support with ordering of equipment and / or services as required by the Practice Manager / GP Partners.

Operations

Assist in preparing agendas and writing minutes for practice meetings.

Lead on meetings when the Practice Manager in unavailable.

Maintain the practice meeting Action Log.

Manage / assist with clinical rotas as / when required.

Maintain and distribute practice communications.

Support the Practice Manager in reviewing and updating practice policies and procedures.

To ensure the smooth running of the practices and act as first point of contact in the absence of the Practice Manager.

Assist the Practice Manager in recording, monitoring and reviewing Significant Events and ensuring the Significant Event Log is up to date.

Premises

Support the Practice Manager in managing the maintenance schedule for both sites.

Support the Practice Manager in respect of security, repairs, and maintenance of both sites.

Patient Services

Support the Practice Manager in the logging of and responding to complaints and feedback.

Review NHS Choices / website feedback.

Assist the Practice Manager in development of the practice websites.

Support the Practice Manager with the implementation and development of new clinical and non-clinical systems as required.

Assist the Practice Manager with PPG meetings.

Other Duties

Work on ad-hoc / specific projects as directed by the Practice Manager.

Person Specification

Experience

Essential

• This role will suit a person who :
• Is good communicator with a friendly can do attitude.
• Has the ability to liaise effectively with a wide range of people including PCN member practices, the ICB, partner organisations and significant stakeholders.
• Has the ability to manage multiple projects and prioritise a heavy and demanding workload.
• Has strong IT skills including a high level of proficiency in software programmes such as Word, Power Point, Excel and Outlook.
• Has a high level of attention to detail.
• Has the ability to drive change.
• Has the ability to deal with situations / events with a high level of professionalism, discretion and diplomacy.
• Has the ability to work using own initiative and judgement
• Has a commitment to continuous professional development and have the ability to learn new skills quickly.
• Has a willingness to work flexibly at times to meet the demands of the role.

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

The Birches Medical Centre

Address

Twelve Acre Approach

Kesgrave

Ipswich

Suffolk

IP5 1JF

Employer's website

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