Personal Assistant

Job description

Job responsibilities

Job Title: PERSONAL ASSISTANT

Reports to: CEO

Accountable to: CEO/Board of Directors

Job Summary:

You will undertake tasks and duties delegated by the Nimbus Directors ensuring to provide an efficient and effective administrative and personal assistant service. You will manage the administration for a range of projects; including the Improving Access to General Practice service. You will be a point of contact for Practices and all levels of staff involved with Nimbuscare Limited and related projects.

You must work at all times within your own competence.

Duties and Responsibilities:

Action any administrative tasks that fall within the remit of your role including the production of documents, presentations and data reports.

Filing, retrieving paperwork and photocopying when required.

Maintain efficient record keeping.

To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages when necessary.

Appropriately acknowledge, signpost or handle incoming queries.

Deal with incoming emails and post, responding on behalf of the CEO and Board of Directors where appropriate.

Coordinate and prepare for meetings/appointments on behalf of the CEO and Directors, ensuring that agendas and materials are prepared in advance, including Zoom and MS Teams meetings.

Take minutes of meetings as and when required, including organising board agendas, and drawing up action logs as required.

Diary management; scheduling, organising and maintaining appointments.

Organise and run events and conferences.

Booking and arranging travel, transport and accommodation.

Participate in relevant project work.

Carry out research and present findings.

Facilitate effective communication between the Practices and all levels of staff within them.

Business responsibilities:

• Maintain ethos and culture of Nimbuscare Limited and the practices in which you are based.
• Positively promote the business.

• Ensure rationalisation of resources.
• To assist in enhanced and extended services to grow the professional offerings of the business.
• Attend in-house governance, educational and staff meetings as appropriate.

To help plan, develop and support the introduction of new working processes to optimise quality.

• To build and maintain relationships with other professionals, including GPs, GP surgery personnel etc.

Safeguarding:

• Be responsible for and committed to safeguarding and promoting the welfare of Adults-at-risk (vulnerable adults), children and young people and for ensuring that they are protected from harm.
• Be aware of your duties and responsibilities regarding current legislation and adhere to our policies and procedures on Child Protection and Safeguarding Adults.
• Recognise the types and signs of abuse and neglect.
• Ensure the Safeguarding Lead is alerted to, and kept fully informed of, any concerns you may have in relation to safeguarding adults, children and young people.

Learning and development:

You will participate in any training programme implemented by Nimbuscare Limited as part of this employment, such training to include:

• Participation in individual performance reviews, including maintaining a record of own personal and/or professional development.

• Working in conjunction with senior management, assess own learning needs and undertake learning as appropriate.
• Develop and utilise a written Personal Development Plan.
• Make effective use of learning opportunities within and outside the workplace, evaluating their effectiveness and feeding back relevant information.
• Disseminate learning and information gained to other team members in order to share good practice and inform others about current and future developments.
• Undertake mandatory and statutory training as required.

Team working:

• Understand own role and scope in the organisation and identify how this may develop over time.
• Work as an effective and responsible team member, supporting others and exploring the mechanisms to develop new ways of working.
• Accept delegation from senior staff, prioritise own workload and ensure effective time management strategies are embedded in own practice.
• Participate in team activities that create opportunities to improve customer care.
• 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.
• Participate and support local projects as agreed with the management team.
• Delegate clearly and appropriately, adopting the principles of safe practice and assessment of competence of those taking on delegated duties.

Confidentiality:

• In the course of seeking treatment, customers 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, you may have access to confidential information relating to customers, patients and their carers, Nimbuscare Limited staff and other healthcare workers. You may also have access to information relating to Nimbuscare Limited as a business organisation. All such information from any source is to be regarded as strictly confidential.
• Information relating to customers, carers, colleagues, other healthcare workers or the business of Nimbuscare Limited may only be divulged to authorised persons in accordance with Nimbuscare Limited policies and procedures relating to confidentiality and the protection of personal and sensitive data.

Health & Safety:

You will assist in promoting and maintaining their own and others health, safety and security as defined in the Nimbuscare Limited Health & Safety Policy, to include:

• Using personal security systems within the workplace according to 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.

Equality and Diversity:

You will support the equality, diversity and rights of customers, 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 Nimbuscare Limited procedures and policies, and current legislation.
• Respecting the privacy, dignity, needs and beliefs of customers, carers and colleagues.
• Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Quality:

The post-holder will strive to maintain quality within Nimbuscare Limited, 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.
• Effectively manage own time, workload and resources.
• Work within own limitations and experience.
• Be aware of and co-operate with audit.

• Work effectively with individuals in other agencies to meet patients needs.
• Portray a professional image at all times.

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 customers and carers.
• Recognise peoples needs for alternative methods of communication and respond accordingly.

Other:

This job description is neither exhaustive nor exclusive and will be reviewed periodically in conjunction with you. You are required to carry out any duties that may reasonably be requested by the Directors. You will need to be flexible in developing the role to provide the best possible care to patients.

Person Specification

Qualifications

Essential

• Qualification in Business Administration or other relevant field or equivalent experience.

Desirable

• Formal Accreditation in project management
• Higher qualification in Business Administration or other relevant field

Experience

Essential

• Ability to work to high standards of accuracy.
• Excellent attention to detail.
• Excellent communication skills.
• Negotiation skills.
• Ability to problem solve independently.
• Basic finance skills.
• Computer literate with experience of using Microsoft packages such as Word, Excel and PowerPoint, as well as MS Teams and Zoom.
• Keyboard skills
• Excellent customer service skills.
• Excellent telephony skills.
• Understand and observe strict confidentiality.
• Ability to meet targets and deadlines.
• Project management experience.

Desirable

• Experience of working within the NHS, general practice or other health and social care environment.

Competencies/Qualities

Essential

• Excellent written and verbal communication.
• Able to work autonomously.
• Work well under pressure.
• Able to work as a team member.
• Able to use own initiative.
• Be self-motivated.
• Able to listen and empathise.
• Hard working and willing.
• Flexible and adaptable, able to work according to changing need.
• Enthusiastic.
• Commitment to personal development.

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

Nimbuscare Ltd

Address

Regus

Oakdale Road

York

YO30 4XL

Employer's website

https://www.primarycareyork.nhs.uk/ (Opens in a new tab)