Office Assistant

4 days ago

Faversham, United Kingdom Faversham Medical Practice Full time

**Job responsibilities**:
**Human resources**
- Assist the HR Manager with advertising vacancies in relevant locations.
- Prepare the starter checklist for the IT Administrator ready for creation of log ins from the templates.
- Prepare new starter paperwork ready for their first day ensuring that this is completed and returned to the HR Manager.
- Prepare 4 week induction for any new Reception & Administration staff from the template & ensure ready for the first day.
- Assist the HR Manager with any other recruitment administration.
- Log staff training as required.
- Complete the administration of booking appraisals or review appointments for staff on behalf of the HR Manager.
- Assist the HR Manager to ensure protocols are up to date and accessible for those who need them.
- Complete National Workforce Reporting Service monthly with any starters, leavers or changes as requested.
- Assist the HR Manager with completion CPD & CEF logs and information gathering.
- Upload external training onto BlueStream academy when required.
- Log any paid courses when requested.
- Share any social events planned to all staff and gather attendees for relevant events.
- Manage the HR Managers diary with any appointments booked.
- Take registers on any training carried out within the Practice.
- Add staff to the Business continuity WhatsApp group as required.
- Carry out other general admin to assist the HR Manager as required.

**General Office**
- Photocopying, Printing and Laminating and documents requested.
- Note taker at any relevant meetings.
- Type up notes as required.
- Make Tea and Coffee for GPs washing up afterwards and keeping the kitchen area clean and tidy.
- Filing and retrieving paperwork.
- Maintain and log any required information onto TeamNet as requested.
- Attend team, management and external meetings as required.
- Call & arrange IT support ensuring that any actions tickets raised are completed.
- Oversee the maintenance of an equipment log so that the Clinical Commissioning Group (CCG) and Practice owned equipment is readily identifiable.
- Report any repairs needed to NHS Property Services and ensure these are carried out.
- Take messages and passing on information.
- Make any phone calls as requested including to call patients to book for appointments.
- Print and put up weekly rotas.
- Assist with moving, changing or editing clinics/sessions as requested.
- Provide refreshments for staff and visitors as required; washing up afterwards and keeping the kitchen area clean and tidy.
- Keeping all areas of the Practice, notice-boards and leaflet dispensers tidy and free from obstructions and clutter.
- To assist with maintaining, ordering, putting away supplies and stock rotation.
- Update protocols and add them to TeamNet.
- Carry out any general administration to assist the Practice as required.

**Other responsibilities**:

- To provide support and training for current and new staff in resolving simple problem with PCs and printers.
- To provide a personal secretarial role to the HR Manager as required.
- To control peripheral software packages, running updates, reports and associated administration.
- To become involved with key aspects of the HR Managers workload and be able to respond to information requests and updates as necessary.
- To deal with patients, and contacts within the NHS and other practices, both in person and on the telephone.
- To provide administrative cover for absences and help with extra-ordinary workloads.
- To be generally involved in the administration of a small business.
- Chaperoning duties.

**Communication**:
Actively participate in staff and external meetings as required, preparing agendas as required, disseminating information and ensuring the distribution of minutes as necessary.

**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 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 health & safety policy, the practice health & safety manual, and the practice i

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