Personal Assistant

3 weeks ago

Lowestoft, United Kingdom High Street Surgery Full time

Job summary

Thisrole is to provide high quality, effective, confidential support to the PracticeManager and Deputy Practice Manager.

The postholder will be expected to work independently using their own initiative toensure daily tasks and on-going responsibilities are prioritised and completedwithin agreed timeframes. The key requirements of this interesting and variedpost are an attention to detail to maintain high standards of administrativesupport in a busy medical team whilst retaining a calm and flexible approach.Willingness to work as part of a team, provide cover for colleagues and sharecommon tasks is essential.

Thisrole is subject to a high degree of confidentiality in line with theinformation that will be accessed within the day-to-day duties.

Main duties of the job

Providecomplex diary management, arranging of meetings, appointments, and interviewsas required.

Toprepare and type agenda and take, type and distribute minutes of meetings.

Tobe responsible for the preparation and circulation of meeting information and agendas.

Maintainand develop a variety of systems to effectively management workloads.

Toprovide administrative support for booking of rooms and arranging meetings, includingthe setting up of meetings, event planning and organising.

Tomaintain internal filing systems aligned in accordance to the nonclinicalrecords management.

Answer the telephone when PM absent from desk, passing on clear messages and information

Manage GP Net planning appraisals, HR checks. Meetings/risk assessments/policy's print off give for review, update once checked

Organising and liaising with Patient Participation Group

To maintainand organise internaldatabases

To order and maintainequipment stocks, to check, preparefor authorisation and distribute equipment orders.

Generaladministration details such as; sharedresponsibility for the collection and distribution of all post, send andreceive emails and photocopying.

Receiving and greeting visitors.

Towork as part of a team and closely with Practice Administrator to support in times of absence.

Anyother duties which may reasonable be required from time to time.

About us

High Street Surgery is a busy, friendly practice in the costal town of Lowestoft. We are a dedicated and hard working team, striving to improve health outcomes for our patients.

Staff engagement, training and development is important to us. We hold regular team and practice meetings. With 6 weekly lunch and learn sessions that all staff are encouraged to attend.

Job description

Job responsibilities

Thepost-holder should recognise the importance of effective communication withinthe team and will strive to:

Maintain effective communication between teams

At all timesprovide effective, confidentand efficient administration service.

To be responsible for the takingand production of any minutesof meetings as required.

Answer and manage telephone calls from patients, relatives, members of the public, healthcare professionals andhospital departments.

Prioritise and action incomingand outgoing mail,including email, internal andexternal correspondence with the timely distribution of mail to the relevantplace.

At all times the post holderwill be dealing with matters of a highlyconfidential, sensitive and sometimes commercially sensitive nature.

To provideeffective, efficient and accurate diarymanagement, at all times assessing the appropriateness of meeting timings and arrangements with theintent of improving productivity through effective time management. This will include planning for situations which are known and planning tore-prioritise work to accommodate unexpected situations and interruptions.

To use email, electronic diaries, internet/intranet and the MS applications specifically Word, PowerPoint and Excel. Willing to train in the use of other applications and databases.

Compilation of reports and presentations using the full range of Microsoft Office applications to strict timescalesand deadlines to the care organisation teams to ensure this is achieved. This will involve keepingto deadlines to ensure information is available for key meetings.

Provides, receives and manages informationelectronically, verbally or inwriting which may be of a confidential or sensitive nature,which may involveindividual, staff or patientmatters or matters of commercial confidence.

Person Specification

Qualifications

Essential

GCSE grade A to C in English and Maths

Experience

Essential

Experience working as a PA

Desirable

Experience of working in Primary Care

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