Overview
Bounds Green Group Practice is seeking a highly organised, proactive and professional Personal Assistant to the Practice Manager to provide direct administrative, organisational and project support.
This is a varied and important role supporting the Practice Manager with day-to-day administration and forward planning. The successful candidate will help keep tasks, meetings, documents, deadlines, projects and records organised, allowing the Practice Manager to focus on wider practice priorities and service development.
The role would suit an experienced administrator or PA who is confident working in a busy environment, has excellent attention to detail, and can manage a varied workload with professionalism and discretion.
This is not an Assistant Practice Manager role. The postholder will not be responsible for independently managing staff, making final operational decisions or deputising for the Practice Manager. The role is to provide trusted PA, administrative, project and planning support to the Practice Manager.
Main duties and responsibilities
The Personal Assistant to the Practice Manager will provide direct administrative, organisational and project support. Main duties will include:
Supporting diary organisation, reminders, deadlines and priorities
Preparing agendas, meeting papers, minutes and action logs
Taking and transcribing meeting notes, voice notes or handwritten notes
Typing, formatting and preparing letters, reports, forms, templates and staff communications
Completing forms and documents using information provided by the Practice Manager
Maintaining spreadsheets, trackers, logs, records and action plans
Supporting forward planning by tracking deadlines, priorities and agreed actions
Assisting with project coordination, improvement work and change-related administration
Supporting performance management administration, including preparing paperwork for supervision, appraisal, probation or review meetings
Ordering office, clinical and general practice supplies when required
Liaising with suppliers regarding orders, deliveries, missing items or stock queries
Organising electronic and paper folders
Gathering information for audits, checks, reports, reviews or practice records
Liaising professionally with staff, suppliers, contractors and external organisations
Handling confidential and sensitive information appropriately
The role requires excellent organisation skills, strong IT ability, discretion, confidentiality, attention to detail and the ability to manage a varied workload in a busy GP practice environment.
About us
Bounds Green Group Practice is a busy, well-established and forward-thinking GP practice in Haringey, North London, serving a diverse population of approximately 19,000 patients.
We are a short distance from Bounds Green tube station on the Piccadilly line and Bowes Park station on the Overground.
We provide a range of NHS community and primary care clinical services. Our dedicated team includes GPs, practice nurses, pharmacists, healthcare assistants, physiotherapists, care coordinators, reception staff, administrators and a supportive practice management team.
We foster a friendly, compassionate and supportive working environment where staff are valued and encouraged to contribute to improving the way we work. Our ethos is patient-centred, and we pride ourselves on providing a warm, professional and efficient service to our patients and local community.
We can offer a supportive and welcoming team environment, NHS Pension scheme, paid DBS, paid 30-minute lunch break per day, free on-site car parking, annual leave increasing with service, and training and development opportunities.
Job responsibilities
The Personal Assistant to the Practice Manager will provide administrative, organisational and project support to the Practice Manager, helping to keep management tasks, records, meetings, deadlines and priorities organised and progressing. The following are the core responsibilities of the role. There may, on occasion, be a requirement to carry out other tasks appropriate to the post, depending on workload and practice needs.
Administrative and PA Support
Provide direct PA and administrative support to the Practice Manager
Help organise tasks, reminders, documents, deadlines and priorities
Support diary organisation and meeting arrangements where required
Prepare, type and format letters, reports, forms, templates and staff communications
Complete forms and documents using information provided by the Practice Manager
Maintain spreadsheets, trackers, logs, records and action lists
Keep electronic and paper folders organised and up to date
Chase information, paperwork or updates when requested
Handle confidential and sensitive information appropriately
Meeting, Planning and Project Support
Prepare agendas, meeting papers, minutes and action logs
Take and transcribe meeting notes, voice notes or handwritten notes
Track agreed actions and follow up with staff when requested
Support forward planning by helping to maintain work plans, trackers and deadlines
Assist with project coordination, improvement work and change-related administration
Gather information to support reports, reviews, audits, inspections or practice planning
Help prepare staff guidance, process notes, checklists and communication documents
Support the organisation of evidence, updates and records for practice priorities
Final decisions and accountability will remain with the Practice Manager and GP Partners.
Performance Management Administration Support
The postholder may support the Practice Manager by:
Preparing paperwork for supervision, appraisal or performance review meetings
Maintaining trackers for appraisals, probation reviews, training, supervision or agreed actions
Recording agreed actions from meetings where appropriate
Supporting the organisation of staff records and evidence
Preparing templates, letters or forms using information provided by the Practice Manager
The postholder will not be responsible for making performance management decisions, managing staff or conducting formal HR processes independently.
Stock, Ordering and Office Administration
The postholder will:
Assist with checking and recording stock levels
Place orders for office, clinical and general practice supplies when requested
Liaise with suppliers about orders, deliveries, missing items or stock queries
Keep ordering records, delivery notes and stock trackers up to date
Escalate stock shortages, delays or concerns to the Practice Manager
Support general office administration tasks as required
The postholder will not be responsible for authorising expenditure unless agreed by the Practice Manager.
Document and Records Support
The postholder will:
Help prepare, update and format practice documents, templates, forms and trackers
Save and file documents using agreed naming and filing systems
Maintain organised records, files and evidence folders
Assist with scanning, printing, copying and filing where required
Maintain confidentiality when handling staff, patient or practice information
General Responsibilities
The postholder will:
Liaise professionally with staff, suppliers, contractors and external organisations
Support with arranging meetings, visits, training sessions or staff events
Follow practice policies and procedures
Maintain safe, tidy and effective working areas
Support equality, diversity, inclusion and confidentiality at all times
Participate in training, supervision, appraisal and development appropriate to the role
Communicate clearly and escalate concerns appropriately
Undertake any other delegated administrative duties appropriate to the post
Person Specification
Experience
- Able to demonstrate strong administrative, PA or office support skills
- Able to prepare documents, complete forms and maintain accurate records
- Able to organise meetings, prepare agendas, take notes and produce action logs
- Able to maintain spreadsheets, trackers and electronic filing systems
- Able to handle confidential information appropriately
- Able to manage competing priorities and deadlines
- Able to communicate professionally with staff and external contacts
- NHS, primary care or GP practice experience
- Experience using EMIS, Docman, TeamNet, QCS, BrightHR or similar systems
- Experience supporting projects, improvement work or change-related administration
- Experience supporting staff administration such as recruitment, induction, appraisal or training records
- Experience placing orders or maintaining stock records
Qualifications
- GCSE Maths and English, Grade 4/C or above, or equivalent experience
- Good standard of literacy and numeracy
- Good IT skills, including Microsoft Word, Excel, Outlook and general office systems
- Administration, business support, PA or secretarial qualification
- Keyboard, typing or minute-taking qualification
- Training in confidentiality, GDPR or information governance
- Previous training in NHS or primary care systems
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.
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