Personal Assistant to Practice Manager & Partners

We are seeking a highly organised and professional Personal Assistant working between 16 - 24 hours per week to support our Practice Manager in the smooth day‑to‑day running of the practice. This is a varied and fast‑paced role requiring excellent communication, administrative, and organisational skills.

The successful candidate will play a key role in supporting operational efficiency, coordinating schedules, handling confidential information, and ensuring high standards of administrative support.

Main duties of the job

• Provide comprehensive administrative and personal assistant support to the Practice Manager
• Manage diaries, appointments, meetings, and correspondence
• Prepare documents, reports, and presentations as required
• Handle telephone and email enquiries professionally and efficiently
• Maintain accurate records and filing systems
• Assist with some practice operations and staff coordination
• Organise meetings, take minutes, and follow up on actions
• Support with admin duties for recruitment, onboarding, and HR administration where required
• Ensure confidentiality and compliance with data protection regulations
• Undertake additional administrative duties to support the practice manager & partners

About us

Great Lumley Surgery is a semi‑rural practice on the outskirts of Chester‑Le‑Street. We serve a population of approx. 5300. At present there are three partners, two female and one male and one Salaried GP. We have been a training practice for over 30 years, and this is strongly within the ethos of the practice. Medical care at Great Lumley is centred on good teamwork and the Primary Health Care Team. We like to look on ourselves as an integrated team providing high quality care to the patients that we serve and are all highly motivated and dedicated towards achieving that aim. A sense of humour is essential.

Every member of the team is valued for their contribution and skills, and we try and enhance their role and purpose within the practice as much as possible. There is no them and us mentality and everyone is encouraged to participate as fully as they can. Regular meetings are held on a wide variety of topics involving the whole team and full participation from members is encouraged.

Job responsibilities

Purpose of the Role

To provide high‑quality administrative and personal assistant support to the Practice Manager, ensuring the efficient and effective operation of the practice. The role involves managing schedules, coordinating communications, supporting operational processes, and maintaining confidentiality at all times.

Main Duties and Responsibilities

• Provide full administrative support to the Practice Manager
• Manage diaries, appointments, meetings, and travel arrangements where required
• Screen telephone calls, emails, and correspondence, responding appropriately or escalating when necessary
• Prepare reports, letters, meeting agendas, presentations, and other documents
• Organise and attend meetings, take accurate minutes, and distribute action points
• Maintain confidential records, filing systems, and databases in line with GDPR requirements
• Assist with day‑to‑day practice administration and operational tasks
• Support for recruitment administration, onboarding documentation, and staff records
• Liaise with internal staff, external suppliers, and service providers professionally
• Monitor office supplies and assist in coordinating ordering when necessary
• Support the implementation of practice policies and procedures
• Undertake any additional duties appropriate to the role and business needs

Knowledge and Skills

• Excellent organisational and time management skills
• Strong verbal and written communication skills
• Ability to prioritise workload and meet deadlines
• High level of accuracy and attention to detail
• Professional and discreet approach
• Ability to work independently and as part of a team
• Knowledge of practice management software systems
• Understanding of GDPR and confidentiality requirements

Personal Attributes

• Professional and positive attitude
• Friendly and approachable manner
• Reliable and dependable
• Flexible and adaptable approach to work
• Calm and efficient under pressure
• Proactive problem‑solving skills

Qualifications

• GCSEs or equivalent including English and Maths

Experience

• Previous experience in an administrative secretary or PA role
• Experience managing confidential information
• Experience using Microsoft Office packages including: Word, Excel, Outlook, PowerPoint
• Experience working in a healthcare, dental, veterinary or professional services environment
• Experience supporting senior management

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.