Management Assistant

**JOB TITLE**: Management Assistant REPORTS TO: Practice Manager & Management Team HOURS: 37.5 hours per week Job Summary: Help and support the management team with the smooth running of the business and management services at Clarence Medical Centre. Responsibilities: Undertake assigned administrative tasks at the request of individual members of the management team, reporting back to the requesting manager within an agreed timeframe. In particular this will involve (but not be limited to) processing clinical data for payment purposes, or processing data for practice developmental or human resource purposes. Act as a point of contact for the Practice Manager and Management Team on a day-to-day basis when they are not available, prioritising messages accordingly.

Act as a point of contact for individual Managers when they are on Annual Leave, prioritising messages accordingly. Where the post-holder is familiar with the tasks being undertaken, they will be expected to be able to work without routine supervision. This will include but not limited to, Death admin, Palliative care, ECS referrals, MHCT & OT booking. This post does include routine word-processing and you will be expected to dictate outgoing correspondence where appropriate to improve your efficiency.

This post does not include routine photocopying, although you will from time to time be required to photocopy if the material is of a sensitive nature. Organising Team meetings including production of agendas and minutes Organising practice in house training Encourage and mentor new members of staff and help them to develop good working practice. The timely production of rotas for all clinical and attached staff working at the practice Approve / decline annual leave for clinical staff on Bright HR, being able to organise ahead and monitor clinical staff levels so that the Practice have enough appointment available to offer patients. Liaising with Universities and co-coordinating the placement of FY2s, GP Regs and Medical/Carer Students as well as other external training post positions.

This will include preparing a settling in rota / plan offering a variety of sessions, paying attention to information provided within the trainees handbook. Using PCIP to access QI Projects / Access standards, monitoring that the Practice is complying with access standards. Running reports and gathering / submitting evidence when required. Responsible for creating & updating the induction packs for all clinical / admin staff including trainees.

Monitor and action any online requests from patients (PATCH), delegate to relevant staff members. Docman 10 delegate information to the relevant staff member. Research administration Finance administration Cluster administration and liaison Campaign administration, planning and implementation i.e. flu, covid Audit/Report based work as required by management team 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 teams performance Work effectively with individuals in other agencies to meet patients needs Effectively manage own time, workload and resources.

**Communication**: The post-holder should recognize the importance of effective communication within the team and will strive to: Communicate effectively with other team members Communicate effectively with patients and carers Recognize peoples needs for alternative methods of communication and respond accordingly. Personal Development and responsibilities To take responsibility for own developmental learning and performance. To participate in the practice appraisal scheme. To actively participate in ongoing one to one meetings with line manager to review development and performance.

To attend educational and other meetings as required. To undertake training as required including mandatory and statutory training, core skills training and ongoing developmental training. Assess own learning needs and undertake learning as required. To recognise and understand the roles and responsibilities of the whole primary health care team.

To strive to maintain quality within the practice and to alert other team members and line manager to issues of quality and risk. To asses own performance and take accountability for own actions, either directly or under supervision. To contribute to the effectiveness of the team by reflecting on own and teams performance and making suggestions to improve and enhance activities. To work effectively with individuals in external agendas to meet patient needs.

Changes will be undertaken in discussion with the post holder.