About this role
Job summary
This supportive role is key to the effective, efficient and responsive management of the Practice. We are seeking a motivated, confident and experienced person to work alongside the managerial team in our busy GP Practice to provide high-quality administrative, personal assistant and human resources support. Helping the Practice Management and Leadership Team maintain effective systems, a well-supported workforce and safe, compliant services is the aim of this role.
Main duties of the job
To provide a high standard of administrative support to the Management and Leadership Team.
Effectively monitor and manage calendars.
Collate relevant information and papers for meetings. Where required, take minutes and distribute them to the relevant parties.
Create and maintain practice policies and procedures for approval by the Management Team and the GP Partners. Support staff access and adherence through monitoring and reporting tools.
Support managers with the full recruitment, selection and induction processes for new staff.
Ensure all necessary pre-employment checks and documentation are in place, including contracts, references, job descriptions and DBS checks.
Record and monitor absence, advising line managers on appropriate routes for managing persistent absence and applying absence procedures.
Support the Management Team with employee relations matters, including conduct, capability, grievance, redundancy and long-term absence.
Update and maintain staff personal data and personnel files, ensuring confidentiality at all times.
Undertake other reasonable tasks appropriate to the post, as required by the Management Team and GP Partners.
Assist the Management and Leadership Team to remain compliant with Health and Safety requirements and Care Quality Commission standards.
About us
St James Medical Practice is a large GP Practice with over 18,000 patients located in the Historic Market Town of King's Lynn, Norfolk.
We are a large team consisting of GP's, Nurse Practitioners, Paramedic Practitioners, Nurses, Healthcare Support Workers, Care Coordinators, Pharmacists, Pharmacy Technicians, Medical Secretaries and Administrative Staff.
We work in a purpose built facility providing 22 clinical rooms with ample car parking and a relaxed, modern environment. We pride ourselves on teamwork and like to stay ahead of the curve by exploring new ways of working and embedding innovation as part of our daily routines.
Job description
Job responsibilities
MAIN DUTIES AND RESPONSIBILITIES
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2
Effectively monitor and manage calendars.
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4
Deal with patient complaints in the first instance, logging contacts and liaising with the Managerial Team regarding responses.
5
Create and maintain the practice annual meeting calendar, using Outlook and Microsoft Teams to invite relevant parties as required.
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Maintain patient confidentiality and information governance standards at all times.
10
Work safely in accordance with legislative requirements and practice policies and procedures.
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Assist managers with monitoring probation periods for all new staff.
13
Ensure all staff receive an annual performance appraisal. Monitor compliance, assist with, organise and record training, and encourage continuous improvement throughout the practice.
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15
Calculate and issue staff holiday entitlements.
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This job description is not exhaustive and may be adjusted periodically following review and consultation. The post-holder will also carry out reasonable duties requested from time to time.
EQUIPMENT, MACHINERY AND SYSTEMS
1
Personal computer systems and internet-based services used for internal and external communication.
2
Use of office based equipment.
3
The post-holder shares responsibility with all staff for maintaining the accuracy of the practice clinical system, SystmOne.
ASSIGNMENT OF WORK
Work is determined by the requirements of the practice, GP Partners, Practice Management Team and patients. The Operations Manager provides immediate line management. Day-to-day instructions may be provided by the Operations Manager and Practice Manager; however, the post-holder is expected to be self-directed, self-motivated and able to use their own initiative.
Performance is formally reviewed through annual appraisal. The post-holder should plan proactively, identify and implement improvements within and beyond key result areas, and anticipate and communicate future internal and external requirements.
MOST CHALLENGING ASPECTS OF THE ROLE
1
Managing the many competing priorities required by the post.
2
Ensuring clear protocols are in place for prioritising work.
3
Maintaining professional, clear and effective communication at all times.
COMMUNICATION AND WORKING RELATIONSHIPS
1
GPs, managers and colleagues, to support delivery of the practices aims and objectives.
2
Healthcare professionals and colleagues across primary and secondary care, in relation to the needs of the practice and its registered patients.
3
Patients registered with the practice.
PHYSICAL, MENTAL, EMOTIONAL AND ENVIRONMENTAL DEMANDS
1
The post-holder requires good hand-eye coordination to complete core duties accurately.
2
The post-holder must work methodically and within clear structures, seeing problems through to a satisfactory conclusion.
3
The post-holder must work in an organised and professional manner, maintaining concentration and accuracy while meeting operational demands.
4
The role requires the ability to work independently and be self-directed.
5
The post-holder must communicate effectively and be able to manage potentially difficult or demanding situations.
KNOWLEDGE, TRAINING AND EXPERIENCE
ESSENTIAL APPROACH
Understanding and approachable when working with colleagues and patients.
ADMINISTRATION
Proven administrative experience.
HUMAN RESOURCES
Proven HR experience.
DIGITAL SKILLS
Excellent IT skills, with a self-motivated and methodical approach and the ability to multitask and use initiative.
COMMUNICATION
Ability to communicate effectively and work collaboratively across varied staff disciplines.
CONFIDENTIALITY
Clear understanding of the importance of maintaining patient and data confidentiality.
FLEXIBILITY
A flexible approach, including supporting cover for leave and sickness when required.
Person Specification
Experience
Essential
- Experience with Microsoft Packages including Word, Excel, Outlook, Teams and Powerpoint.
Desirable
- Experience of working in GP Practice
Qualifications
Essential
- GCSE Grade A- C in English and Maths (or equivalent)
- Experience of working in a role requiring knowledge of Human Resource processes and procedures.
Desirable
- HR/PA or Administration related qualifications.
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
St James Medical Practice
Address
St. James Medical Centre
Edward Benefer Way
King's Lynn
Norfolk
PE30 2FQ
United Kingdom
Employer's website
https://www.stjamesmp.co.uk/ (Opens in a new tab)