Practice Business Assistant

• Carry out and accurately record routine fire alarm tests across both practice sites.
• Complete regular health and safety checks across Rothwell and Desborough Medical Centres.
• Monitor, maintain and update health and safety records, compliance documentation and relevant logs.
• Identify and report maintenance issues and liaise with contractors to arrange appropriate repairs.
• Assist with the coordination and monitoring of planned preventative maintenance (PPM) programmes.
• Support the management, maintenance and monitoring of practice premises, equipment and facilities.
• Maintain accurate maintenance schedules and ensure that planned works are appropriately recorded.
• Assist with workplace risk assessments and maintain associated documentation.
• Support environmental checks and ensure any issues identified are appropriately reported and followed up.
• Assist with business continuity planning and emergency preparedness arrangements.
• Ensure relevant facilities and health and safety documentation is kept up to date and readily available.

• Manage patient complaints from initial contact through to investigation, resolution and final closure.
• Communicate appropriately and professionally with patients throughout the complaints process.
• Ensure complaints are accurately documented, monitored and responded to within required timescales.
• Liaise with relevant staff members to investigate complaints and identify appropriate actions.
• Assist with the management, recording and follow-up of significant events.
• Support the identification of learning points and contribute to improvements arising from complaints and significant events.

• Coordinate and support the practice's new staff onboarding programme.
• Act as a main point of contact for new employees during the onboarding process.
• Coordinate and deliver, or assist with, new staff inductions.
• Ensure appropriate documentation, policies, procedures and mandatory requirements are provided to new staff.
• Liaise with relevant members of the practice team to ensure new employees are appropriately supported when joining the practice.

• Undertake a range of general administrative duties to support the smooth running of the practice.
• Provide administrative and organisational support to the Practice Manager and wider practice team as required.
• Assist with practice projects and service improvement initiatives.
• Maintain accurate records and ensure documentation is completed and stored appropriately.
• Provide support across both practice sites as required.

• Support the management and monitoring of the practice's social media platforms.
• Assist with the preparation and publication of appropriate practice communications and updates
• Ensure communications are professional, accurate and consistent with practice policies and confidentiality requirements.

• Work collaboratively with colleagues across both Rothwell and Desborough Medical Centres.
• Maintain confidentiality and comply with relevant information governance requirements.
• Follow all practice policies, procedures and health and safety requirements.
• Maintain a professional and approachable manner when dealing with patients, staff, contractors and external organisations.
• Identify opportunities to improve systems, processes and the patient experience.
• Undertake any other reasonable duties appropriate to the role and level of responsibility.
• The post holder will be required to work across both Rothwell & Desborough Medical Centres and should be able to travel between the two sites as required by the need of the practice.

Essential

• Previous experience in administrative, facilities, estates health & safety or business support role
• Good organisational skills and attention to detail
• Ability to prioritise workload and work independently.
• Good communication and IT skills including Microsoft office.
• Ability to maintain accurate records.
• Flexible and reliable approach

Desirable

• Experience in working within a GP practice, healthcare setting or NHS environment.
• Knowledge of health & safety procedures and compliance requirements
• Experience coordinating maintenance or contractual visits.
• Experience of fire safety testing or premises compliance3 checks
• Awareness of Infection prevention and control standards