PA to GP Partners & Business and Development Manager

Provide a high-quality PA support service to the Partners and Business & Development Manager in a busy and growing GP Practice. Involving carrying out tasks with a high degree of accuracy and attention to detail, and ensuring complete confidentiality.

Main duties of the job:

• Monitor Partners email boxes, ensuring that urgent and high priority messages are flagged and escalated.
• Arrange and minute meetings, initiating action on identified issues as appropriate. Ensuring that minutes are produced in accordance with the agreed format, to the required standard of accuracy and distributed as necessary.
• Manage the Practice's filing systems.
• Order and maintain stocks of stationery and other equipment.
• Provide administrative support for research projects that the Practice is involved in.
• Collate and send the Practice's weekly newsletter.
• Draft letters, reports, presentations and other documents for approval/amendment.
• Coordinate away days and other events as required.

Confidentiality:

To ensure that all information regarding patients and their families remains confidential to the practice, and to work within the practice confidentiality policy at all times.

Health & Safety:

The post holder will work in accordance with all practice policies regarding health and safety and infection control, recognising the importance of personal safety, and the safety of patients and colleagues.

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 recognises 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.
• At all times act in accordance with the practice policies regarding equality and diversity.

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.
• The professional reputation of the Practice is upheld.

Person Specification:

Knowledge and Skills:

• Ability to exercise judgement in responding to and resolving non-routine issues and queries.
• Good written and verbal communication skills with a good command and understanding of English, punctuation and grammar.
• Good knowledge of Microsoft applications.
• Excellent workload management skills and ability to meet deadlines.
• Understanding of data protection and maintaining strict confidentiality.
• Working knowledge of EMIS web.
• Experience of Docman document management.

Qualifications:

• High level of flexibility of working hours/able to work at the desired times (including attending evening meetings if required).
• Punctuality.
• Commitment to personal development and willingness to take part in available training.
• Commitment to the equality, diversity and rights of patients, carers and colleagues.

Qualities and Attributes:

• Demonstrate ability to be welcoming to patients and visitors, treating them with dignity and respect.
• An understanding, acceptance and adherence to the need for strict confidentiality.
• Ability to use own judgement, resourcefulness and common sense.
• Ability to work without direct supervision and determine own workload priorities.
• Ability to work as part of an integrated multi-skilled team.
• Professional, articulate and helpful manner.
• Able to work under pressure.
• Able to work in a changing environment.
• Able to use own initiative.
• Good understanding of patient confidentiality.

Experience:

• Extensive working experience of MS Office and Outlook.
• Recent experience of working with minimal supervision and using own initiative.
• Recent experience of taking accurate formal meeting minutes.

Disclosure and Barring Service Check:

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.