About this role
Job summary
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
The core responsibilities of the assistant to the PM(Practice Manager) in delivering health services.
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 ex-posed 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
About us
East Trees Health Centre is based in inner city Bristol. We are a training practice with a list size of 15700 patients.
Our practice team comprises of 4 partners, 7 salaried GPs, a paramedic, nurse practitioner, physio, podiatrist,dietitians, care co-ordinator, care navigators, administrators, nurses and pharmacy team. We are a very friendly, close knit team and have regular staff and team meetings to ensure communication is consistent.
Job description Job responsibilities
The following are the core responsibilities of the assistant to the Practice Manager in delivering health services. There may be, on occasion, a requirement to carry out other tasks. This will be dependent upon factors such as workload and staffing levels:
Support the Practice Manager as required with projects, systems and procedures
Undertake tasks as directed by the Practice Manager 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 ex-posed to a greater level of confidential material and data
Support the Practice Manager 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 Practice Manager in the marketing of the practice
Draft the practice newsletter on a quarterly basis
Arrange PPG meetings, preparing agendas and producing minutes
Support the Practice Manager 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 Practice Manager, 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 their manager at least every 12 months. Once a performance/training objective has been set, progress will be reviewed on a regular basis so that new objectives can be agreed
Wider Responsibilities
In addition to the primary responsibilities, the SA to Practice Manager has the following wider responsibilities:
a.Assist with the recruitment of staff as requested by the Practice Manager
Support the Practice Manager in the reviewing and updating of practice policies and procedures
Support the Practice Manager with Continuous Improvement (CI) and change initiatives
Manage asset registers as directed by the Practice Manager
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 Essential
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
Desirable
IEAA (or equivalent) Accredited Level 3 Diploma in Personal Assistant Skills Typing qualification, i.e., OCR or RSA Diploma
Experience Essential
Working with the general public
Desirable
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 Essential
Essential Excellent communication 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.
Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details Employer name East Trees Health Centre
Address 100A Fishponds Road
Bristol
Avon
BS5 6SA
Employer's website https://www.easttreeshealthcentre.co.uk (Opens in a new tab)