Management Assistant

**Job Title**

**Management Assistant**

**Responsible To**

**Practice Manager / Business Manager**

**Pay/Hours**

**27.5 hours pw**

**(Mon-Fri 09.00-14.30)**

**£12.00 ph**

**Overall Purpose**

**To provide administrative, secretarial and organisational support to the Practice Manager & Business Manager**

**SPECIAL REQUIREMENTS OF THE POST**
- Secretarial/PA experience in a professional environment
- An understanding of the NHS and Primary Care services & demands
- Audio/Typing skills, and computer literacy in Microsoft Outlook, Word, PowerPoint, and Excel
- An understanding, acceptance, and adherence to the need for strict confidentiality
- Excellent communication and inter-personal skills
- Ability to use own judgement, resourcefulness, and common sense to respond to all enquiries and requests
- Ability to work under pressure and plan strategically whilst coping with day-to-day problems
- Ability to work without direct supervision and determine workload priorities
- Commitment to a high standard of service and the professional presentation of the Practice.

**AUTHORITY & RESPONSIBILITY**
- To take responsibility for management tasks as delegated by the PM/BM
- To meet the targets set by performance appraisal at annual review

**OBJECTIVES**
- To efficiently and effectively support the PM/BM in day-to-day administration, non-medical secretarial duties and ad-hoc projects.
- To undertake projects and tasks on behalf of the PM/BM when requested.
- To manage own workload effectively, including prioritising appropriately, planning for the future and anticipating the reasonable needs of the PM/BM.
- To provide a professional first-line contact for the practice team.

**MAIN DUTIES & RESPONSIBILITIES**

**1.** **Practice Organisation**
- To undertake tasks to support the management team as specified by the PM/BM.
- To be a first point of contact day-to-day and in the absence of the PM/BM.
- To push out RTW interview form to staff.
- To arrange regular and ad-hoc meetings as required, ensuring that all delegates are notified in ample time, co-ordinating and adjusting appointments where clinicians are attending, distributing agendas, taking minutes, preparing meeting rooms and organising food as required and ensuring follow-up action is undertaken.
- Attend meetings if required to take minutes, (this may occasionally be outside of the usual working hours), type up minutes and distribute in a timely and effective manner.
- To report each week absences / planned meetings / events / review and identify concerns
- To run assurance checks on all departments
- Approving AL requests from the clinical team and removing sessions.

**2.** **Patient Welfare**
- Assist with planning, development and implementation of systems and procedures to ensure adequate provision of services to patients, including patient advice and information.
- Assist with planning, development and implementation of changes necessary to meet new demands on the practice from internal and external sources.

**3.** **Management of Practice Records & Practice Audits**
- Provide, collect and collate statistics towards the preparation of practice reports, performance monitoring, financial claims and audits as requested by the BM/PM.
- Monitoring to ensure that records are maintained accurately and in accordance with practice protocols

**4.** **Management Support Duties**

The following will be routine responsibilities of the post:

- Managing the diaries for the PM/BM.
- Being a first point of contact, taking messages for the PM/BM and responding appropriately according to its importance and priority.
- All non-medical secretarial and administrative work delegated by the BM/PM.
- To assist with the planning and scheduling of induction and training of new staff members within the organisation.
- To assist in the collation of timesheets for staff payroll.
- To collate and maintain the staff sickness and annual leave records.
- To manage the training log and training sessions for the practice team. Study leave clinical allowance log
- To support the roll out and training of new practice protocols and systems.
- Promotion of good staff relations
- Assisting with communication internally and externally
- Making good use of social media platforms and being the lead in pushing out relevant information
- Assist with consumable ordering to ensure adequate stock levels and cost effectiveness
- Assurance meetings with practice leads

The following may be ad-hoc requirements of the post, when sanctioned by the PM/BM:

- Preparation of letters, memo’s, reports and other correspondence for GP partners within the business.
- Administrative & Reception duties during times of staff absence/sickness.

**5.** **Practice Premises**
- Ensure that any necessary repairs or maintenance works which are identified are reported promptly and actioned.
- To liaise with property services and external contractors when maintenance and development of the premises is required.
- T