Personal Assistant to the Practice Manager

Bounds Green Group Practice is seeking a highly organised, proactive and professional Personal Assistant to the Practice Manager to provide direct administrative, organisational and project support. This is a varied and important role supporting the Practice Manager with day-to-day administration and forward planning. The successful candidate will help keep tasks, meetings, documents, deadlines, projects and records organised, allowing the Practice Manager to focus on wider practice priorities and service development.

The role would suit an experienced administrator or PA who is confident working in a busy environment, has excellent attention to detail, and can manage a varied workload with professionalism and discretion. This is not an Assistant Practice Manager role. The postholder will not be responsible for independently managing staff, making final operational decisions or deputising for the Practice Manager. The role is to provide trusted PA, administrative, project and planning support to the Practice Manager.

Main duties and responsibilities

• Supporting diary organisation, reminders, deadlines and priorities
• Preparing agendas, meeting papers, minutes and action logs
• Taking and transcribing meeting notes, voice notes or handwritten notes
• Typing, formatting and preparing letters, reports, forms, templates and staff communications
• Completing forms and documents using information provided by the Practice Manager
• Maintaining spreadsheets, trackers, logs, records and action plans
• Supporting forward planning by tracking deadlines, priorities and agreed actions
• Assisting with project coordination, improvement work and change-related administration
• Supporting performance management administration, including preparing paperwork for supervision, appraisal, probation or review meetings
• Ordering office, clinical and general practice supplies when required
• Liaising with suppliers regarding orders, deliveries, missing items or stock queries
• Organising electronic and paper folders
• Gathering information for audits, checks, reports, reviews or practice records
• Liaising professionally with staff, suppliers, contractors and external organisations
• Handling confidential and sensitive information appropriately

The role requires excellent organisation skills, strong IT ability, discretion, confidentiality, attention to detail and the ability to manage a varied workload in a busy GP practice environment.

About us

Bounds Green Group Practice is a busy, well-established and forward-thinking GP practice in Haringey, North London, serving a diverse population of approximately 19,000 patients. We are a short distance from Bounds Green tube station on the Piccadilly line and Bowes Park station on the Overground. We provide a range of NHS community and primary care clinical services. Our dedicated team includes GPs, practice nurses, pharmacists, healthcare assistants, physiotherapists, care coordinators, reception staff, administrators and a supportive practice management team. We foster a friendly, compassionate and supportive working environment where staff are valued and encouraged to contribute to improving the way we work. Our ethos is patient-centred, and we pride ourselves on providing a warm, professional and efficient service to our patients and local community.

We can offer a supportive and welcoming team environment, NHS Pension scheme, paid DBS, paid 30-minute lunch break per day, free on-site car parking, annual leave increasing with service, and training and development opportunities.

Job responsibilities

The Personal Assistant to the Practice Manager will provide administrative, organisational and project support to the Practice Manager, helping to keep management tasks, records, meetings, deadlines and priorities organised and progressing. The following are the core responsibilities of the role. There may, on occasion, be a requirement to carry out other tasks appropriate to the post, depending on workload and practice needs.

• Provide direct PA and administrative support to the Practice Manager
• Help organise tasks, reminders, documents, deadlines and priorities
• Support diary organisation and meeting arrangements where required
• Prepare, type and format letters, reports, forms, templates and staff communications
• Complete forms and documents using information provided by the Practice Manager
• Maintain spreadsheets, trackers, logs, records and action lists
• Keep electronic and paper folders organised and up to date
• Chase information, paperwork or updates when requested
• Handle confidential and sensitive information appropriately

Meeting, Planning and Project Support

• Prepare agendas, meeting papers, minutes and action logs
• Take and transcribe meeting notes, voice notes or handwritten notes
• Track agreed actions and follow up with staff when requested
• Support forward planning by helping to maintain work plans, trackers and deadlines
• Assist with project coordination, improvement work and change-related administration
• Gather information to support reports, reviews, audits, inspections or practice planning
• Help prepare staff guidance, process notes, checklists and communication documents
• Support the organisation of evidence, updates and records for practice priorities

Final decisions and accountability will remain with the Practice Manager and GP Partners.

Performance Management Administration Support

• Preparing paperwork for supervision, appraisal or performance review meetings
• Maintaining trackers for appraisals, probation reviews, training, supervision or agreed actions
• Recording agreed actions from meetings where appropriate
• Supporting the organisation of staff records and evidence
• Preparing templates, letters or forms using information provided by the Practice Manager

The postholder will not be responsible for making performance management decisions, managing staff or conducting formal HR processes independently.

Stock, Ordering and Office Administration

• Assist with checking and recording stock levels
• Place orders for office, clinical and general practice supplies when requested
• Liaise with suppliers about orders, deliveries, missing items or stock queries
• Keep ordering records, delivery notes and stock trackers up to date
• Escalate stock shortages, delays or concerns to the Practice Manager
• Support general office administration tasks as required

The postholder will not be responsible for authorising expenditure unless agreed by the Practice Manager.

Document and Records Support

• Help prepare, update and format practice documents, templates, forms and trackers
• Save and file documents using agreed naming and filing systems
• Maintain organised records, files and evidence folders
• Assist with scanning, printing, copying and filing where required
• Maintain confidentiality when handling staff, patient or practice information

General Responsibilities

• Liaise professionally with staff, suppliers, contractors and external organisations
• Support with arranging meetings, visits, training sessions or staff events
• Follow practice policies and procedures
• Maintain safe, tidy and effective working areas
• Support equality, diversity, inclusion and confidentiality at all times
• Participate in training, supervision, appraisal and development appropriate to the role
• Communicate clearly and escalate concerns appropriately
• Undertake any other delegated administrative duties appropriate to the post

Person Specification

• Able to demonstrate strong administrative, PA or office support skills
• Able to prepare documents, complete forms and maintain accurate records
• Able to organise meetings, prepare agendas, take notes and produce action logs
• Able to maintain spreadsheets, trackers and electronic filing systems
• Able to handle confidential information appropriately
• Able to manage competing priorities and deadlines
• Able to communicate professionally with staff and external contacts
• NHS, primary care or GP practice experience
• Experience using EMIS, Docman, TeamNet, QCS, BrightHR or similar systems
• Experience supporting projects, improvement work or change-related administration
• Experience supporting staff administration such as recruitment, induction, appraisal or training records
• Experience placing orders or maintaining stock records

Qualifications

• GCSE Maths and English, Grade 4/C or above, or equivalent experience
• Good standard of literacy and numeracy
• Good IT skills, including Microsoft Word, Excel, Outlook and general office systems
• Administration, business support, PA or secretarial qualification
• Keyboard, typing or minute-taking qualification
• Training in confidentiality, GDPR or information governance
• Previous training in NHS or primary care systems

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.