Management Assistant
Job summary
We are looking to recruit a Management Assistant to support our Practice Management team at Abbey House Medical Practice.
The focus of this role is to ensure high quality customer service is delivered and deadlines for administrative targets set by the Management Team are met.
If you are looking for a job that offers great variety working within a friendly team, this could be the perfect opportunity for you!
Previous experience in a similar role is advantageous but not essential. Candidates should be good communicators, hold a good level of IT skills and be confident in working independently while maintaining high standards of accuracy and productivity in a busy environment.
Permanent position, 25-30 hours per week, Monday to Friday. The successful candidate must be available to work until 6:30pm each day. Start times and contracted hours within the 25-30 hour range may be negotiable.
Hourly rate - £14.00
Main duties of the job
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.
About us
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.
Job description
Job responsibilities
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
Person Specification
Qualifications
- Good standard of general education
- GCSE Mathematics C or above
- GCSE English C or above
- RSA II Word Processing/Information Technology
- European Computer Driving Licence (ECDL)
Behaviours
- Smart, polite and confident
- Planning and organising
- Performing under pressure
- Adaptability
- Team working
- Using initiative
- Self motivated
- Flexibility
- Confidentiality
- Compassionate
Knowledge
- A detailed understanding of a General Practice environment
- Knowledge of SystmOne
Experience
- Practical experience of working with others
- Experience of using own initiative
- Experience of dealing with complaints
- Experience of dealing with the public
- Experience of working within a General Practice office environment
- Practical experience of computerised recording systems
- Experience of electronic accounting packages
- Experience of payroll
Skills
- Excellent communication skills (Written and Oral)
- IT skills
- Time Management and the ability to work to deadlines
- Problem solving skills
- Interpersonal skills
- Organisation
- Mentoring skills
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.
Employer details
Employer name
Abbey House Medical Practice
Address
Golding Close
Daventry
Northamptonshire
NN11 4FE
United Kingdom
Employer's website
https://www.abbeyhousemedicalpractice.nhs.uk/