Assistant to the Practice Manager

The post-holder is an assistant to the practice manager reporting to the practice manager.

To support the Practice Manager in the effective administration of the practice. The assistant to the Practice Manager will work under the direction of the Practice Manager, striving to enhance a number of key systems in both clinical and administrative areas.

As this role will have access to a higher level of confidential data in the course of their employment, there is an expectation that the post holder will always maintain the highest level of confidentiality and integrity. Sensitive information could be from either internal sources, or from external partner organisations.

The assistant to the practice manager will also champion quality and improvement programmes, confidentiality, collaborative working, service delivery, and learning and development, promoting a positive working environment.

The post-holder will be an integral part of the general practice team.

Main duties of the job

• Support the PM as required with projects, systems and procedures
• Undertake tasks as directed by the PM in areas of change management and continuous improvement
• Provide key performance information as requested
• Maintain the highest levels of confidentiality due to the nature of the role and with being exposed to a greater level of confidential material and data
• Support the PM in monitoring compliance with health and safety legislation, providing leadership and direction for staff
• Coordinate the practice diary, ensuring meetings are scheduled appropriately
• Coordinate internal and external meeting arrangements, preparing agendas and producing minutes for meetings
• Support the PM in the marketing of the practice
• Draft the practice newsletter on a quarterly basis
• Arrange PPG meetings, preparing agendas and producing minutes
• Support the PM in the maintenance of the practice and NHS Choices websites
• Effectively monitor the Friends and Families Test
• Maintain the administration and processing of complaints to support patient experience
• In conjunction with the PM, set and monitor performance targets, identifying areas for improvement to enhance patient services
• Support all clinical staff with general administrative tasks as requested
• Be an integral part of the general practice team
• Be aware of duties and responsibilities regarding current legislation and adhere to practice policies and procedures on Safeguarding Adults and Safeguarding Children
• Maintain a clean, tidy, effective working area at all times
• Attend a formal appraisal with the manager at least every 12 months
• Assist with the recruitment of staff as requested by the PM
• Support the PM in reviewing and updating practice policies and procedures
• Support the PM with Continuous Improvement (CI) and change initiatives
• Manage asset registers as directed by the PM
• Maintain a working knowledge of ICB initiatives
• Support and participate in shared learning
• Participate in local initiatives to enhance service delivery and patient care

Person Specification Qualifications

• A good standard of education, with an expectation of having both GCSE Maths and English at Grade C or above, or Functional Skills Level 2 in Maths and English
• IEAA (or equivalent) Accredited Level 3 Diploma in Personal Assistant Skills
• Typing qualification, i.e., OCR or RSA Diploma

Experience

• Working with the general public
• Working in a healthcare setting
• Secretarial work, including producing agendas and minutes for meetings
• Performance management, including appraisal writing, staff development and disciplinary procedures
• Workforce planning
• HASAW and risk management

knowledge and Skills

• Competent in the use of MS Office and Outlook
• Effective time management (planning and organising)
• Problem solver with the ability to process information accurately and effectively, interpreting data as required
• Ability to use own initiative, discretion, and sensitivity
• Able to get along with people from all backgrounds and communities, respecting lifestyles and diversity
• Ability to work as a team member and autonomously
• Sensitive and empathetic in distressing situations
• Good organisational skills
• Ability to effectively utilise resources
• High levels of integrity and loyalty
• Clear, polite telephone manner
• Motivated and proactive
• Flexible and cooperative
• Understanding of safeguarding adults and children
• Demonstrate personal accountability, emotional resilience and ability to work well under pressure
• Knowledge of and ability to work to key policies and procedures
• Flexibility to work outside core office hours

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.