Executive Assistant to the Management Team
Job summary
Are you:
- An enthusiastic, outgoing, positive person, with a can-do attitude?
- Perhaps looking for your first role in business and administration?
- Or have some experience and seeking a new challenge?
- Keen to work for the NHS, and make a difference?
- Interested in an A+E role (anything and everything)
Can you:
- Work independently, supporting colleagues and business functions?
- Solve problems, as and when they arise?
- Learn new skills rapidly and effectively?
- Work across a wide variety of business domains including IT, estates, supplies, facilities, administration support and more?
- Do it all with a smile and an appetite for even more, whilst observing our values of integrity, transparency, kindness and quality?
Yes? Please keep reading....
Main duties of the job
Our Executive Assistant will provide administrative, operational and governance support to the Practice Manager and Leadership Team, helping to ensure the smooth and efficient running of the practice.
The postholder will undertake a wide range of duties including business administration, governance and compliance activities, complaints administration, support for significant event investigations, IT coordination, workforce administration and assistance with regulatory requirements including Care Quality Commission (CQC) compliance.
The role is intended to create additional managerial capacity within the practice by undertaking delegated tasks and projects while maintaining high standards of confidentiality, professionalism and patient-centred care.
About us
We are a busy GP Partnership with firmly held values of Integrity, Transparency, Kindness and Quality; these values are important to us and guide everything that we do in our work for our patients.
We have a large and varied clinical team, situated in a purpose-built premises in Selby providing care to approximately 16,000 patients. We also have two part time branch surgeries in the villages of Riccall and Carlton.
Our clinical team includes GPs, nurses, advanced clinical practitioners and health care assistants, who are supported by dedicated teams of administrative and reception staff. We have an on-site dispensary in one of our branch surgeries, run by a skilled team of dispensers. We are an outward looking organisation with strong links to our Primary Care Network and other partners in the locality and work with a wider team of care coordinators, social prescribers, urgent care practitioners and many others
Job description
Job responsibilities
Key Responsibilities
Business and Administrative Support
Provide day-to-day administrative support to the Practice Manager and Assistant Practice Manager
Assist with implementing practice policies, procedures and business processes
Prepare reports, spreadsheets, presentations and correspondence
Coordinate meetings, agendas and minutes for practice management meetings
Support project work and service improvement initiatives
Maintain accurate records and document management systems
---
Governance, Quality and Compliance
Support the maintenance of evidence required for CQC registration and inspections
Assist in monitoring compliance with statutory and contractual requirements
Maintain governance and compliance trackers
Support the review and updating of practice policies and procedures
Coordinate audits and ensure findings are recorded and action plans monitored
Assist with information governance activities and related documentation
Support compliance with health and safety requirements, infection prevention standards and other regulatory obligations
---
Complaints and Significant Events
Assist in the administration of patient complaints and concerns.
Maintain complaints records and ensure responses are tracked against required timescales.
Gather information and documentation to support complaint investigations
Support the organisation and documentation of significant event reviews and learning meetings
Monitor completion of actions arising from complaints and significant events
Maintain records demonstrating organisational learning and quality improvement
---
IT and Digital Support
Act as a point of contact for routine IT issues and liaise with external IT providers
Maintain IT asset registers and software licence records
Support onboarding and offboarding of staff IT accounts and equipment
Assist with implementation of digital systems and process improvements
Coordinate routine testing and business continuity arrangements
Support cyber security and information governance initiatives
---
Human Resources Support
Assist with recruitment administration, including interview arrangements and pre-employment checks
Maintain staff training records
Support mandatory training compliance monitoring
Assist with workforce documentation and personnel records
Coordinate occupational health and DBS processes where required
---
Communication and Stakeholder Engagement
Develop effective working relationships with staff, patients, commissioners and external agencies
Communicate professionally in person, by telephone and in writing
Handle sensitive information appropriately and confidentially
Respond to queries and requests in a timely manner
Liaise with suppliers and service providers regarding routine queries
---
General Duties
Adhere to all practice policies and procedures
Maintain confidentiality in accordance with GDPR, the Data Protection Act and NHS requirements
Participate in training and development activities
Undertake any other duties appropriate to the role as delegated by the Practice Manager or GP Partners
Contribute to a culture of continuous improvement and excellent patient service
Person Specification
Skills and Knowledge
- Essential Skills and Knowledge
- Excellent organisational and time-management skills
- Strong written and verbal communication skills
- Good IT skills, including Microsoft Office applications
- Technical knowledge of IT systems and associated hardware
- Ability to prioritise competing tasks and meet deadlines
- Attention to detail and accuracy
- Ability to work independently while recognising when escalation is required
- Professional and confidential approach to work
- Desirable Skills and Knowledge
- Understanding of CQC requirements
- Understanding of NHS primary care services
- Awareness of information governance and data protection requirements
- Knowledge of administrative processes
Experience
- Essential Experience
- Experience of providing administrative support to managers
- Experience of maintaining accurate records and databases
- Experience of preparing reports and business correspondence
- Experience of handling confidential information
- Desirable Experience
- Experience within NHS primary care
- Experience supporting complaints handling
- Experience supporting governance, audit or compliance activities
- Experience of working with clinical systems or NHS digital platforms
Qualifications
- Essential Qualifications
- Good standard of general education including GCSE or equivalent English and Mathematics
- Evidence of administrative experience in an office environment
- Business administration qualification
- Management or leadership qualification
- Experience of NHS or healthcare administration
- Training relating to governance, quality improvement or project support
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
Beech Tree Surgery
Address
68 Doncaster Road
Selby
YO8 9AJ
United Kingdom
Employer's website
https://www.beechtreesurgery.co.uk/