Management Assistant

We are seeking an individual who is smart, polite and confident, self-motivated, organised and must be able to work as part of a wider team. Excellent customer service skills & the ability to multitask are also essential in the undertaking of this role. The successful candidate must demonstrate good communication skills face to face, over the telephone and written down plus be able to actively listen to both patients and colleagues.

Previous experience of dealing with complaints and dealing with the public is essential for this role.

Previous experience of working in a General Practice environment would be beneficial. Previous use of SystmOne would be an advantage however full training will be given.

DUTIES TO INCLUDE

1.

First point of

contact for staff and patient queries.

2.

To promote and

maintain positive promotion of services offered.

3.

Management of

written and verbal patient complaints, including zero tolerance letters, liaising

with the Management Team and GPs as necessary.

4.

Completion of

quarterly complaints report for discussion at Management Team meetings and

submission of annual return.

5.

Recording and

circulation of positive feedback from patients.

6.

Production of

quarterly patient newsletter.

7.

Compilation of the

weekly rota for internal circulation.

8.

Redirections of

results, notifications and tasks for GPs on leave.

9.

CQC administration

and KLOES, ensuring tasks and action points are completed, as guided.

10.

Primary Care

Network administration and associated workload.

11.

Schedule audits in

conjunction with the Management Team and ensure all are logged on Practice Index.

12.

Significant Event

analysis administration.

13.

Requesting DBS

Checks for staff as directed.

14.

Maintenance of the

telephone system ensuring prompts are updated, patient flow is maximised,

adding closed dates, etc.

15.

Responsible for

the maintenance and administration of Practice Index in accordance with management

guidelines including uploading policies, logging of clinical registrations etc.

16.

Organisation of

staff and GP meetings, including preparation of agenda, action point lists and

minute taking.

17.

To assist with clinical

rotas in SystmOne as directed, including weekly holding of slots and amending

screens as and when changes occur.

18.

Administration for

the GP Trainers, Registrars and Students including: rotas, logging

leave/absences on ESR, liaising with the Lead Employer, booking rooms, and

administration for quarterly meetings.

19.

Check in/issue

Doctors Bags for Registrars.

20.

Assist with the

recruitment of new staff, including placing advertisements, co-ordination of

interviews and liaison with candidates.

21.

Check staff

absence line and take appropriate action as necessary.

22.

Validation of GP

leave between rota book and Practice Index.

23.

Production and

maintenance of generic documents.

24.

Assist with

keeping the website and other information for patients up to date.

25.

Collate, record

and circulate Friends and Family results.

26.

Training staff and

GPs as directed. Producing and updating

the annual mandatory training and Protected Learning Time schedule. Allocating training courses to staff and

ensuring completion.

27.

Organisation of

social events and gifts as necessary.

28.

Check credit and

any undeliverable items on the postage portal.

29.

Ensuring premises

checks are undertaken, such as fire alarms, legionella testing, panic alarms,

fire door checks, calibration of equipment, health and safety checks etc,

either organising for external companies, Practice Administrator or yourself to

complete in accordance with the schedules.

30.

Liaison with external

contractors to arrange cleaning, building and maintenance work as necessary.

31.

Assist with the

Practice accounts, inputting payroll onto Sage, management of NEST pension

scheme, and preparing the monthly suppliers payments using Xero.

32.

Updating the on-line

Workforce Reporting return on a monthly basis.

33.

Any other duties

that may be required and agreed by the Management Team and GPs

We are a large practice based over 2 sites in the small market town of Daventry, Northamptonshire with an outstanding CQC rating. Despite our large size, we pride ourselves in our team spirit and look forward to welcoming the new Management Assistant to the Practice!

Other employee benefits include 25 days annual leave pro rata plus bank holidays & the opportunity to enroll into the NHS Pension Scheme.

Qualifications

Behaviours

Knowledge

Experience

Skills