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Executive Assistant
2 months ago
Position Overview
The Linden Medical Group is seeking a dedicated and proactive Executive Assistant to support the Management team and collaborate closely with the Assistant Practice Manager.
The ideal candidate will possess exceptional IT, communication, and organizational abilities, demonstrating a strong capacity for teamwork while contributing to the ongoing development of the organization.
This role encompasses a diverse range of responsibilities, much of which will involve handling highly confidential and sensitive information, making discretion and confidentiality paramount.
Key Responsibilities
The Executive Assistant position is a pivotal role within the organization, essential for the smooth operation of daily activities, working in tandem with the Assistant Practice Manager.
Essential Duties
- Assist the Assistant Practice Manager in the formulation, review, and enhancement of organizational policies and procedures.
- Collaborate with the Assistant Practice Manager and partners to uphold compliance with regulatory standards and ensure high-quality service delivery.
- Coordinate with internal teams to ensure that critical documents, such as staff and contact lists, are regularly updated and disseminated.
- Foster effective communication channels within the organization.
- Maintain an ongoing log of significant events.
- Prepare and distribute agendas, and document minutes for clinical and other meetings.
- Manage the procurement of office supplies and materials.
- Address initial stages of patient feedback and concerns.
- Engage with the Primary Care Network to oversee the scheduling of extended access clinic rotas.
- Input GP clinical schedules into the management system.
- Conduct searches within the management system to support claims for reimbursement related to the procurement of medications and vaccines.
Human Resources Support
- Assist the Assistant Practice Manager in the recruitment and retention of administrative personnel.
- Facilitate the organization and execution of staff onboarding and training programs.
- Ensure that all administrative staff training is current and compliant.
- Support the Assistant Practice Manager in supervising the reception team, with the potential to take on full supervisory responsibilities following a successful probationary period.
- Assist in managing the reception staff schedules and attendance.
- Collaborate with the Assistant Practice Manager to oversee holiday requests and report absences for payroll processing.
- Support the Assistant Practice Manager in conducting return-to-work interviews and monthly performance discussions.
- Assist with annual performance evaluations for reception staff.
- On an as-needed basis, aid the Assistant Practice Manager in arranging locum cover for GPs.
Information Technology and Reporting
- Promptly address IT issues with internal support or through external IT services.
- Coordinate with clinical system vendors and IT support to ensure optimal performance and maintenance of hardware and software.
- Assist the Assistant Practice Manager in ensuring that organizational policies comply with data protection regulations.
Patient and Community Engagement
- Support the reception team and Assistant Practice Manager in managing an efficient appointment scheduling system.
- Engage with the Patient Participation Group, attending meetings alongside the Assistant Practice Manager.
- Collaborate with the Assistant Practice Manager to review and enhance the organization’s online presence.
- Implement and maintain systems for receiving patient inquiries and feedback, including conducting necessary surveys.
Facility Management
- Ensure staff are informed of security and emergency procedures.
- Report maintenance issues to the facilities management team as required.
Qualifications
Essential
- Experience in a healthcare setting.
- Proficiency in the management system.
Desirable
- Experience in a supervisory role.
- Experience in team leadership.
Educational Requirements
Essential
- GCSEs in English and Mathematics at grades A - C.
