About this role
Job summary
An exciting opportunity has arisen for an experienced, proactive and highly organised Personal Assistant to join Readesmoor Medical Centre.
Providing dedicated support to our GP Partners, Practice Manager and Deputy Practice Manager, you will play an important role in keeping our senior team organised and ensuring key administrative and workforce processes run smoothly.
This is a varied role combining PA and executive support with HR and workforce administration, including recruitment, staff records, training compliance, payroll administration support and trainee administration.
We are looking for someone who enjoys taking ownership, has excellent attention to detail and can confidently manage competing priorities while maintaining discretion and confidentiality.
Support to other managers will only be undertaken where delegated by the Practice Manager or Deputy Practice Manager.
If you enjoy being the person who keeps things organised, follows things through and makes things happen, we would love to hear from you.
Main duties of the job
The postholder will provide dedicated PA and administrative support to the GP Partners, Practice Manager and Deputy Practice Manager, alongside responsibility for key HR and workforce administration.
Main duties include diary and meeting coordination, preparing agendas and minutes, monitoring and following up actions, recruitment and onboarding administration, maintaining staff records, training and compliance monitoring, payroll and workforce reporting support, and GP trainee administration.
The role will also support Practice projects, policies, governance, staff wellbeing initiatives and liaison with external organisations. The successful candidate will need to be highly organised, proactive and able to manage competing priorities while maintaining confidentiality and attention to detail.
Support to other managers will be provided where delegated by the Practice Manager or Deputy Practice Manager.
About us
Readesmoor Medical Centre is a busy, friendly and forward-thinking GP practice committed to delivering high-quality, patient-centred care. Our people are at the heart of our Practice, and we aim to create a positive working environment where teamwork, staff wellbeing, professional development and continuous improvement are genuinely valued.
Our clinical team includes four GP Partners, three salaried GPs and an experienced multidisciplinary team of Paramedic Practitioners, Advanced Nurse Practitioners and Practice Nurses, supported by our dedicated management, administrative and patient-facing teams.
We encourage our colleagues to take ownership, share ideas and contribute to the ongoing development of the Practice. We value open communication, mutual respect and a supportive approach, while maintaining the high professional standards expected within primary care.
As part of the Readesmoor team, you will have the opportunity to work closely with our GP Partners, Practice Manager and Deputy Practice Manager, gaining involvement in a wide range of people, workforce, operational and Practice development activities.
We believe that looking after our staff is an important part of looking after our patients. In return for your contribution, we offer a supportive and collaborative workplace, opportunities for learning and professional development, NHS Pension Scheme and an additional day's annual leave for your birthday.
Job description Job responsibilities
Main Duties and Responsibilities Personal Assistant and Executive SupportProvide dedicated PA and administrative support to the GP Partners, Practice Manager and Deputy Practice Manager.Manage diaries, appointments, meetings and schedules as required.Coordinate internal and external meetings, including room bookings and associated arrangements.Prepare and circulate agendas, reports, presentations and supporting papers.Attend meetings and produce clear and accurate minutes.Maintain action logs, monitor deadlines and proactively follow up outstanding actions.Manage and prioritise appropriate correspondence, emails and communications.Draft and format professional correspondence, reports, presentations and Practice documentation.Organise Protected Learning Time (PLT), Practice meetings, training sessions and events.Maintain effective administrative systems to support the organisation of the senior team.Act as a professional point of contact for internal and external stakeholders.HR, Recruitment and Workforce AdministrationProvide administrative support throughout the recruitment and selection process.Coordinate vacancy administration, interviews and candidate communications.Prepare recruitment and interview documentation.Prepare offer letters, contracts, contractual amendments and other employment documentation for appropriate review and authorisation.Coordinate pre-employment checks, including references, right-to-work checks and DBS applications.Coordinate onboarding and induction arrangements for new employees.Maintain accurate, secure and confidential personnel records.Support the administration of probation reviews, staff appraisals, supervision and performance review meetings.Prepare documentation for return-to-work meetings and maintain appropriate sickness absence records.Provide administrative support for flexible working requests and contractual changes.Calculate and maintain staff annual leave entitlements and other relevant leave or CPD entitlements.Ensure workforce information is accurate, current and maintained in accordance with Practice procedures.Training and Workforce ComplianceMaintain TeamNet and other relevant workforce and compliance systems.Monitor mandatory and role-specific training requirements across the Practice.Maintain accurate training records and upload certificates and supporting documentation.Coordinate staff training bookings and learning opportunities.Produce training and compliance reports for the Practice Manager and Deputy Practice Manager.Monitor DBS renewal dates and coordinate renewal processes where required.Monitor professional registrations and other employment checks where applicable.Maintain workforce compliance trackers.Assist with gathering workforce and compliance evidence for CQC inspections, audits and other regulatory requirements.Proactively identify upcoming compliance requirements and bring these to the attention of the Practice Manager or Deputy Practice Manager.Payroll and Workforce ReportingCollate and prepare payroll-related information for submission to the Practice's payroll provider.Maintain information relating to overtime, additional hours, sickness, maternity leave and contractual changes.Liaise with relevant managers to ensure payroll information is accurate and submitted within required timescales.Maintain accurate workforce and staffing information.Monitor staff annual leave records and balances.Assist with National Workforce Reporting Service (NWRS) submissions and other workforce returns.Produce workforce and management information as required.GP Trainee and Educational AdministrationProvide administrative support for GP Registrars, medical students and other learners undertaking placements within the Practice.Coordinate trainee onboarding and induction arrangements.Coordinate Educational Supervisor Report (ESR) processes and monitor relevant deadlines.Liaise with GP Trainers, trainees and relevant educational organisations.Coordinate trainee meetings and maintain appropriate educational records.Monitor documentation and reporting requirements to ensure completion within required timescales.Maintain accurate records relating to trainees and training placements.Governance, Policies and QualityMaintain Practice policy review schedules and governance trackers.Support the administration, updating and distribution of Practice policies and procedures, with final content subject to appropriate review and approval.Maintain accurate and confidential records in accordance with data protection and confidentiality requirements.Assist with risk assessment documentation and associated administrative processes.Support audits and quality improvement initiatives as required.Assist with preparation and evidence gathering for CQC inspections, audits and regulatory visits.Support the Practice Manager and Deputy Practice Manager in monitoring actions arising from inspections, audits and reviews.Ensure relevant governance documentation is appropriately maintained, filed and accessible.Staff Wellbeing and EngagementSupport the coordination of staff wellbeing and engagement initiatives.Assist with Practice events, staff recognition activities and team celebrations.Support administration of the staff wellbeing budget, including maintaining appropriate expenditure records.Coordinate arrangements with venues, suppliers and external providers where required.Assist in gathering staff feedback to support the continued development of wellbeing initiatives.Work with the Practice Manager and Deputy Practice Manager to support a positive and collaborative Practice culture.Communication and Stakeholder LiaisonDevelop positive and professional working relationships with clinical and non-clinical colleagues.Liaise with NHS organisations, the Primary Care Network, secondary care providers, community services and other external stakeholders as required.Support the administration of the Patient Participation Group (PPG), including meeting coordination and documentation.Assist with Practice communications, including updates to the Practice website, social media and patient information screens where required.Handle sensitive and confidential information appropriately and professionally at all times.General AdministrationMaintain effective electronic and paper filing systems.Organise meetings, events and training sessions as required.Collate and distribute appropriate management information and reports.Assist with ordering office supplies and equipment where required.Support incoming and outgoing correspondence and post where necessary.Welcome visitors and external stakeholders appropriately.Provide occasional Front of House support where operationally required.Work collaboratively with clinical, administrative and management colleagues.Provide appropriate administrative cover during periods of staff absence as directed.Provide administrative support to other managers only where delegated by the Practice Manager or Deputy Practice Manager.Undertake other duties commensurate with the level and responsibilities of the role as reasonably requested by the GP Partners, Practice Manager or Deputy Practice Manager.
Person Specification
Experience Essential
Qualifications GCSE English and Maths at Grade C/4 or above, or equivalent. Relevant administrative qualification or equivalent experience. Experience Experience in a PA, senior administrative, HR or workforce administration role. Experience supporting senior managers or professionals. Experience organising meetings, taking minutes and following up actions. Experience maintaining confidential records and documentation. Experience managing a varied workload and competing deadlines. Confident user of Microsoft 365, including Word, Excel, Outlook and PowerPoint. Skills & Attributes Excellent organisational and communication skills. High level of accuracy and attention to detail. Able to work independently, use initiative and take ownership of tasks. Able to prioritise effectively and follow tasks through to completion. Professional, approachable and discreet. Able to handle sensitive and confidential information appropriately. Flexible, proactive and able to work effectively as part of a team.
Desirable
Desirable Criteria Experience within General Practice, Primary Care or the NHS. Experience of HR, recruitment and onboarding administration. Experience of payroll and workforce administration. Experience maintaining training and compliance records. Experience using TeamNet or other workforce/HR systems. Experience with NHS workforce reporting, including NWRS. Experience supporting GP trainees or educational processes. Knowledge of CQC and Practice governance requirements.
Qualifications Essential
GCSE English and Mathematics at Grade C/4 or above, or equivalent. Relevant qualification in Business Administration, Office Administration, HR or a related subject, or equivalent relevant experience. Evidence of ongoing learning and professional development. Experience in a PA, senior administrative, HR or workforce administration role. Experience supporting senior managers or professionals. Experience organising meetings, taking minutes and following up actions. Experience maintaining confidential records and documentation. Experience managing a varied workload and competing deadlines. Confident user of Microsoft 365, including Word, Excel, Outlook and PowerPoint. Excellent organisational and communication skills. High level of accuracy and attention to detail. Able to work independently, use initiative and take ownership of tasks. Able to prioritise effectively and follow tasks through to completion. Professional, approachable and discreet. Able to handle sensitive and confidential information appropriately. Flexible, proactive and able to work effectively as part of a team.
Desirable
Experience within General Practice, Primary Care or the NHS. Experience of HR, recruitment and onboarding administration. Experience of payroll and workforce administration. Experience maintaining training and compliance records. Experience using TeamNet or other workforce/HR systems. Experience with NHS workforce reporting, including NWRS. Experience supporting GP trainees or educational processes. Knowledge of CQC and Practice governance requirements.
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 Readesmoor Medical Group Practice
Address 29/31 West Street
Congleton
Cheshire
CW12 1JP
United Kingdom
Employer's website https://www.readesmoor.co.uk/ (Opens in a new tab)