Senior General Practice Assistant - Practice Admin
Job summary
This is a higher-level administrative role and we are looking for someone to support our management team and GP Partners with a wide range of administrative duties.
You must be highly organised, have strong administrative skills, the ability to learn quickly and be able to deal with a challenging/demanding workload during peak times. The ability to work to strict deadlines and excellent time management skills are essential as is a sense of humour! Full training and support provided in-house. Training courses and development opportunities are available with this post for the right candidate.
The UEA Medical Centre is an independent NHS GP practice, situated on the campus of the University of East Anglia about 4 miles to the West of the centre of Norwich. As well as being a PMS practice within NHS Norfolk, offering all normal NHS requirements, we provide many additional services to the university. We are a member of the Central Norwich Primary Care Network (PCN) and we have attached staff from the PCN also providing support/services to our patients. We look after circa 20,000 patients.
**This job description is not exhaustive and as well as regular duties, various one-off projects may be required. The ability to maintain and uphold confidentiality is essential, as this role involves access to sensitive information**
Main duties of the job
Key Skills Required
- Degree level or equivalent
- NHS & HR experience beneficial
- Excellent IT skills Word and Excel
- Excellent communication skills
- Experience in office procedures
- Ability to learn quickly and work to tight deadlines
Personal Qualities Required
- Fast worker but with keen attention to detail and accuracy
- Ability to learn quickly - initiative
- Common sense essential!
- Enthusiasm, motivation and positive attitude to life and learning
About us
Benefits include:
- Free parking
- NHS pension scheme
- Study leave/training budget
- Comprehensive induction
- Occupational sick pay scheme
- 4 weeks annual leave (rising to 5 weeks annual leave after 2 years service) + bank holidays . Continuity of service will be considered in some cases for those already working within the NHS for >2 years
Please note: Due to our peak and trough workload (which varies over university term and vacation) there are some restrictions on taking annual leave in university term time, particularly in October and November.
Job description
Job responsibilities
HR/Financial
- Oversee the cleaning services inc workers, hours, audits, consumables and all liaison
- Assist with the recruitment process of staff advertising, shortlisting, interviewing, references, DBS, OH screening, immunisations, ordering uniforms, badges, door signs etc
- Arrange occupational health appointments/assessments for staff
- Process claims for eye tests/glasses
- Ensure that all clinical staff are registered with appropriate professional bodies and that defence organisation subscriptions are up to date
- Ensure mentoring time is allocated accordingly for clinicians (if appropriate)
- Manage GP trainee cohorts, induction schedules, supervision rotas, training, annual leave etc all in conjunction with lead partner for trainees
- Prepare induction packs and schedules for new staff
- Booking, arranging and reminders for all staff training/study leave and mandatory courses as instructed, update relevant records, collate certificates for personnel files
- Assist with staff appraisal process informing managers when they are due, arrange the date/time, send documentation the staff member
- Carry out due diligence on all attached staff (ie mental health workers, physios etc)
- Add parking permits as required and update records/web portal
- Maintain and assist key/alarm fob allocations and records
- Ensure that timesheets are completed for all part time workers in conjunction with rota checks to ensure accurate information is directed to the Finance Manager
- Ensure all staff are offered a work-based pension and deal with the associated administration of this
- Arrange locum staffing where required and as agreed with Practice/Finance Manager
- Working within the PCN, supply information to the PCN Finance officer as required
- On a monthly basis ensure workforce data is up to date and accurate on NHS digital
Operational
- Assist with all CQC admin, preparation, meetings and be present for inspections
- Arrange/coordinate/book meetings/educational sessions, invite speakers and update meetings list as directed
- Attend all relevant meetings and minute take
- Ensuring efficient internal communication between various staff groups through meetings and other methods
- Assist with all aspects of building/maintenance issues/reporting/fire safety/health and safety and any audits
- To manage all equipment used by staff, provided by the practice equipment, maintenance, inspection, calibration and maintenance of log (make arrangements for)
- Obtain quotes for work/equipment/maintenance/practice insurance as required and coordinate
- Maintain a record of all practice policies and protocols, monitoring those due for review/in date, arrange reviews with relevant leads
- Facilitate & engage with the Patient Participation Group (PPG) alongside GP Partner
- Collect/collate data for monthly Friend and Family Test (FFT) submission circulate and update web portals to ensure contractual obligations met
- Assist with the general practice survey, GP appraisal survey and/or any relevant survey data collection
- Maintain significant events log and prepare data for meetings
- Maintain the complaints/compliments register, prepare data for meetings and national reporting
- Housekeeping coordinate the deep cleaning schedule, assist with laundry items, order kitchen supplies, PPE and other restocking
Other
- Assist lead GP partner and GPACs with infection control administration as necessary
- Assist lead GP partner with safeguarding administration as necessary
- Assist with the organisation and co-ordination of all staff social events, and ensure they run smoothly
- Assist with draft GP rotas and check finals for account calculations
- Report other provider service contract breaches to the LMC/ICB on behalf of the practice (ie interface reporting system)
- Assist the managers to ensure the practice meets NHS PMS contract requirements
- Assist with the appointment process, paperwork & mandatory requirements relating to any private contract work
Person Specification
Experience
- Qualified to degree level or equivalent
- Administrative skills
- Strong organisation skills
- Excellent IT skills Word and Excel
- Excellent communication skills
- Experience in office procedures
- Ability to learn quickly and work to tight deadlines
Personal Qualities
- Fast worker but with keen attention to detail and accuracy
- Ability to learn quickly - initiative
- Common sense essential!
- Enthusiasm, motivation and positive attitude to life and learning
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
UEA Medical Centre
Address
University Of East Anglia
Earlham Road
Norwich
NR4 7TJ
United Kingdom
Employer's website
https://www.umsuea.co.uk