Personal Assistant to Gp Practice Mangement Team

**Job description**
- Maintain management diary, timetabling meetings with internal and external stakeholders.
- Minute taking, ensuring action points are recorded.
- Monitoring action points, highlighting any that are overdue.
- Uphold premises checklist for maintenance. Liaising with contractors to ensure upkeep e.g. grounds.
- Maintain premises servicing contracts, diarising servicing visits.
- Respond to requests for Child Protection reports within statutory guidelines.
- Obtain quotes for purchasing items as directed by management team.
- Monthly quality check with cleaning contractor, highlighting under performance issues to PM.
- Maintain adequate stationary, cleaning products, refreshments; and sundry supplies.
- Ensure adequate funds for franking machine.
- Responsible for posting items.
- Maintain staff photoboard.

**Financial records**
- Maintain financial records for Barclaycard, monthly reconciliation with bank statement.
- Ensure fees collected by the practice are deposited each week, producing a record sheet of each transaction for the practice manager.
- Chase companies/patients for outstanding payments.
- Check safe for monies and receipts. Maintain financial records for payments taken in relation to private fees work.
- Record invoices in accounting system in readiness for payment.

**Human Resources**
- Production of Staff newsletter in liaison with management team
- Ensuring HR documentation is up to date e,g DBS, consent forms.
- Maintain staff mandatory training records - sending reminders when necessary.
- Booking staff training
- Maintaining documents ensure updates to surgery documents are acknowledged by staff.
- Facilitate staff events.

**Information Technology**
- Main contact for password reset.
- Troubleshoot I.T issues.

**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, to include:

- Using personal security systems within the workplace according to practice guidelines.
- Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.
- Making effective use of training to update knowledge and skills
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards.
- Reporting potential risks identified.

**Equality and Diversity**:
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

- Acting in a way that recognizes the importance of people’s rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation.
- Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
- Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

**Personal/Professional Development**:
The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:

- Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.
- Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.

**Quality**:
The post-holder will strive to maintain quality within the practice, and will:

- Alert other team members to issues of quality and risk.
- Assess own performance and take accountability for own actions, either directly or under supervision.
- Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team’s performance.
- Work effectively with individuals in other agencies to meet patients needs.
- Effectively manage own time, workload and resou