Personal Assistant

Job responsibilities

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.

Receive incoming and initiate outgoing telephone calls to facilitate timely and appropriate communications, taking messages when necessary.

Appropriately acknowledge, signpost, or handle incoming queries.

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

Coordinate and prepare for meetings/appointments on behalf of the COO/Directors, ensuring that agendas and materials are prepared in advance, including virtual meetings.

Receive visitors for the COO/Directors as applicable and appropriately.

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

Diary management; scheduling, organising, and maintaining appointments.

Booking and arranging travel, transport, and accommodation.

Carry out research and present findings.

Facilitate effective communication between the Member 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.
• Attend in-house governance, educational and staff meetings as appropriate.

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:

• While 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.
• Always portray a professional image.

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 service users 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. Travelling between sites will be needed for this role.

Experience

Desirable

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

Qualifications

Essential

• Good general level of education with a minimum of GCSE Level in English and Maths

Desirable

• Higher qualification in Business Administration or other relevant field.

Skills and Knowledge

Essential

• Ability to work to high standards of accuracy.
• Ability to multi-task and work with an unpredictable work pattern with changing priorities throughout the day
• 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.

Competencies/Qualities/Attributes

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.

Other

Essential

• Able to work at the desired times. Flexibility of hours for cover.

Desirable

• Access to own vehicle for business purposes.