Management Support Assistant

6 months ago

Southampton, United Kingdom The Old Fire Station Surgery Full time

**Management Support Assistant Job Description**

The position of Management Support Assistant consists of being responsible for supporting the Practice Manager and team. To ensure effective and efficient operations.

**Summary of role**:
To provide vital and comprehensive administrative support to the Practice Manager and team.

**Main duties/key tasks:

- **

To provide administrative assistance with staff recruitment, induction and ongoing staff reviews and any other HR related tasks

Ensure personnel files are kept up-to-date and contain all salient information for CQC inspection

To act as administrator for Bright HR, ensuring all new staff are added to the system, leavers are removed in a timely fashion and that annual leave and sickness absence records are updated accordingly

To update the National Workforce Reporting System (NWRS) for the quarterly workforce data extractions

To maintain records of annual checks on nurses’ professional registration and Hepatitis B status

To act as co-ordinator of safety alerts, ensuring centralised logs are maintained and loops are closed appropriately

To type up policies and procedures as necessary, ensuring that all review dates are current and actioning as necessary

To maintain staff leave records, ensuring records are updated and reporting to management where leave is accumulating throughout the year

To assist with complaint and significant events documentation, ensuring logs are maintained and loops are closed appropriately

To take minutes of meetings as necessary

To participate in quality improvement initiatives, including significant event analysis, peer review and the review of patient complaints

To support the aims and objectives of the practice and contribute to the ongoing development of the practice as required

Support the Practice Manager in the compilation of practice reports

Organising the annual equipment calibration and PAT testing

Manage asset registers as directed by the Practice Manager

Act as the building manager, dealing with defects, maintenance and all other associated tasks

Financial book-keeping as required by the Practice Manager

Maintenance of petty cash records

Ordering of clinical and non-clinical supplies, ensuring that invoices are matched with despatch notes before submission for payment

**Equality and diversity**

The post-holder will:
Act in a way that recognises the importance of peoples’ rights, interpreting them in a way that is consistent with practice procedures and policies and current legislation

Respect the privacy, dignity, needs and beliefs of patients, carers and colleagues

Behave in a manner which is welcoming to and of the individual, is non-judgemental and respects their circumstances, feelings, priorities and rights

Be aware of statutory procedures, local guidance and referral criteria regarding protection of children and vulnerable adults

To follow the guidance and practice policies and take action in the appropriate manner

**Health and safety**:
The post-holder will assist the Practice Manager in promoting and maintaining their own and others’ health, safety and security as defined by the practice’s health and safety policy, to include:

- Using personal security systems within the workplace according to practice protocols

Making effective use of training to update knowledge and skills

Monitor work areas and practices to ensure they are safe and free from hazards and conform to relevant legislation, policies, procedures and guidelines

**Confidentiality**:
In the course of seeking treatment, 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 will 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.
- Attend regular staff meetings
- Respect the privacy, dignity, needs and beliefs of patients, carers and colleagues
- Contribute to the effectiveness of the team and make suggestions on ways to improve and enhance the team’s performance
- Ensure compliance with the requirements of the Data Protection Act 1998 and Caldicott principles at all times
- Ensure awareness of the requirements of the Care Quality Commission essential standards for primary care
- Participate in the practice’s staff appraisal

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