Personal Assistant to Management

3 months ago

Halifax, United Kingdom King Cross Surgery Full time

Job Overview:
The duties of the post will require the post holder to be able to act on their own initiative, within broad procedural guidelines, and without direct supervision. Ensuring effective administration systems, communication mechanisms and procedures are in place to support the work of the practice and to ensure the delivery of a high quality administration service provided on a daily basis to patients, doctors and staff. To be responsive to practice policies, priorities and the changing needs of the service and adapt the workload as required.

The duties and responsibilities to be undertaken include all of the items in the following list. Duties may be varied from time to time under the direction of the Practice Managers and the GP Partners. You will be working alongside the Practice Manager and GP Partners dealing with a range of PA / Secretarial type duties such as;
- Providing support service to the Practice Manager and the Management team as a whole.
- To act as PA to Management team helping co-ordinate and plan meetings, diaries and training. Taking minutes and or action notes. Ensuring training is completed for compliance across the Practice team.
- Scanning documentation to the shared drives.
- Collating and processing invoices and delivery notes ready for payment.
- Assist with the submission of claims
- Maintaining external communications - updating websites, portals, social media, newsletters
- Co-ordinating the Patient Participation Group
- producing agendas, sending invites and where possible taking minutes.
- Helping with general secretarial duties like typing and taking minutes.
- Typing up reports and letters and producing these to a very high standard
- You may also get involved in carrying out audit work on the clinical system if required.
- To produce practice newsletters and any other communications required
- To always ensure confidentiality keeping fully up to date with all GDPR requirements
- To carry out all training required according to timescales set
- To accurately file documentation so that it can be readily retrieved
- To be vigilant in reporting anything of concern to safeguard both children and adults.
- To be fully aware and adhere to the requirements of the CQC and other regulatory bodies.
- Assisting with Recruitment
- To use own initiative to effectively organise own work.
- Send complaint acknowledgements and delegate for investigation
- maintaining the spreadsheet to ensure a timely response and to monitor for any trends.
- To carry out any other duties which may be required for the efficient running of the surgery.
- Booking home visit clinics
- Chasing patients without mobiles to book appointments
- Organising clinics such as our Annual Flu clinics
- Coordinating vaccine collections
- Assisting with day to day management of services, as directed by Practice Manager.

Secondary Responsibilities In addition to the primary responsibilities, the PA to Management Team may be requested to:

- Support and participate in shared learning within the practice
- Complete opening and closing procedures in accordance with the duty rota
- Be an accountable professional
- Support delivery of QOF, incentive schemes, quality improvement projects, audits and other quality or cost effectiveness initiatives enhancing service delivery and patient care
- Assist with COVID-19 tasks as required
- Undertake any tasks consistent with the level of the post and the scope of the role, ensuring that work is delivered in a timely and effective manner.
- Duties may vary from time to time without changing the general character of the post or the level of responsibility.
- To have a good understanding of practice protocols and policies
- Undertake all mandatory training and induction programmes
- To act as a chaperone
- Monitor and promote the use of the Friends and Family Test
- Analyse existing working practices and suggest/implement alterations designed to ensure efficient service delivery to patients.
- Assist with the development of training protocols.
- Have full understanding of appointment system.
- Have a working knowledge of all software and hardware

Pay: £12.42 per hour

Expected hours: 37.5 per week

**Benefits**:

- Company pension
- Employee discount
- On-site parking

Schedule:

- Monday to Friday
- No weekends

Work Location: In person

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