Management Assistant

4 weeks ago

Bedford, United Kingdom Linden Road Surgery Full time

**LINDEN ROAD SURGERY**

**JOB DESCRIPTION**

Job Title**:Practice Management Assistant**

Reports To**:Deputy Practice Manager**

Responsible To**:Practice Manager**

Hours: 25 hrs per week

**Job Summary**:
The post-holder will be required to support the Practice Manager/Deputy Practice Manager in providing an effective administration and management of the practice.

Assist with the Organisation of the Clinical Rotas for Doctors, Nurses, and other clinical staff to maximise use of available clinical time.

To assist in the effective communication between practice staff, patients, and external agencies to improve the quality of service provided by the practice.

To assist in Human Resources and Estate Management.

**KEY TASKS AND FUNCTIONS**:
**Supporting role to the Assistant Practice Manager**

**1) Rota Tasks**
- Assist in Rota Planning for clinical rotas for Doctors, Nurses and al clinical staff using
- OmniRota software.
- Scheduling rotas onto S1 Clinical Software and updating as required.

**2) HR/Complaints**
- Assist and Line manage the Practice Administrator to ensure the administration functions involved in chronic disease management is carried out.
- Act as first point of contact for staff liaison / staff problems and report to PM as appropriate
- Assist with the performance of staff by conducting Staff Appraisals
- Assist in recruitment process and ensure staff are recruited in line with practice policies, procedures, and best practice.
- Assist and maintain staff job descriptions and update if appropriate.
- Maintain and update all personnel file.
- Attend staff meetings as appropriate.

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**LINDEN ROAD SURGERY**
- Ensure all information is kept in line with data protection regulations.
- Recording and keeping accurate of all annual/study/sick leave for all staff. (need monthly report study/sick leave to take to partners mtg
- Assist with Complaints

**3) Reception**
- Provide reception cover as required.

**4) IT**
- Manage IT queries and take appropriate action.
- General systm1 housekeeping.

**5) ESTATES MANAGEMENT**

Assist the Deputy Practice Manager to provide Estates Management for the upkeep, maintenance, health and safety of Linden Road Surgery and Bromham Surgery building, its structure, its fixtures and fittings and all issues relating to the safety and security of patients, staff and visitors.
- Check condition of building and organise any outside maintenance contractors as required (obtaining quotes where necessary) in liaison with the DPM.
- Organise any in house minor maintenance, e.g. replacement of light bulbs etc.
- Inspection of internal and external areas for damage and ensure repairs, replacement or necessary decoration to maintain good order of premises and fixtures, and cost control.
- Organising of maintenance of gardening and landscaping
- Co-ordination of internal communications to facilitate internal and external cleaning of windows.

**Security**
- Chaperone visiting workmen where applicable.
- To ensure that there is due regard for security and safety of staff and patients

**Equipment**
- Organise repairs to equipment and follow up.
- To organise and schedule visits for equipment calibration to all medical equipment, photocopier, lift, automatic door, burglar alarm maintenance and all related fault reporting.
- To ensure all necessary equipment is working and regularly serviced

**Health and Safety**
- To ensure adequate cleaning, maintenance, safety, fire prevention and general security of premises.
- To maintain Fire Safety Process, undertake Fire Safety drills and test the fire alarm on a weekly basis.

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**LINDEN ROAD SURGERY**

**Confidentiality**:

- Patients 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, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential
- Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.

**Health & Safety**:
The post-holder will assist in promoting and maintaining their own and others’ health, safety and security as defined in the practice H

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