Personal Assistant to Practice Manager – Cheddar Medical Centre
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Job Description
Personal Assistant (P.A) to Practice Manager
Part time – 25 hrs/week
JOB SUMMARY
To work closely with Practice Manager and provide administrative support to enable them to make the best use of their time by dealing with secretarial and administrative tasks. To develop relationships with all key personnel, both external and internal, and understand the organisation's aims and objectives.
To handle all communication to Practice Manager efficiently in their absence and distribute appropriately. Discretion and confidentiality are therefore essential attributes of a successful PA.
KEY ACCOUNTABILITIES
Act as the first point of contact with people from both inside and outside the organisation. Devising/maintaining office systems, including data management and filing.
Organising and attending meetings making notes to generate draft minutes for review and thereafter be distributed to relevant team members.
Screening phone calls, enquiries and requests, and handling them when appropriate.
Manage correspondence, track incoming and outgoing correspondence and ensure that replies are produced within the required timeframe.
Read and prioritise incoming correspondence and prepare draft responses as appropriate, often on behalf of the manager.
Ensure that cyclical and management deadlines for reports, reviews, budgets are met.
Manage all recruitment adverts, applications and arrange interviews. Once candidate agreed, manage all references and professional requirements to conclude the process.
Ensuring manager is well prepared for meetings.
Understand practice protocols and procedures and ensure that all current documents are visible on Teamnet IT system and relevant staff are notified.
Handle comments and complaints, investigating and reply as necessary.
Monitor surveys as required.
Safeguarding administrative lead – ensure all protocols are up to date and that minutes from meetings are distributed to appropriate team members.
Ensure the maintenance and premises logs are current and recorded on Teamnet. Liaise with outside suppliers who complete these services as necessary.
CONFIDENTIALITY
While seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential
Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data
SKILLS
In addition to relevant experience and secretarial and administrative knowledge, you'll need to show evidence of the following:
exceptional written and oral communication skills
excellent word processing and IT skills, including knowledge of a range of software packages
the ability to work under pressure and to tight deadlines
good organisational and time management skills
the ability to research, digest, analyse and present material clearly and concisely
excellent interpersonal skills
the ability to work on your own initiative
honesty and reliability
attention to detail
flexibility and adaptability to juggle a range of different tasks and to work extra hours to meet deadlines
discretion and an understanding of confidentiality issues.
This list should not be regarded as exhaustive, and the post holder will be expected to deliver other duties relevant and appropriate to this post.
Attachment for this job advert
Job Description - Personal Assistant to Practice Manager.docx
