JOB DESCRIPTION
Job Title: Personal (PCN) Assistant
Reports to: Practice Manager
Hours: Full time hours 37.5/week
Salary: circa£27,000 per annum
Location: Kingswood (& Carfax when required)
Job Summary
The postholder will provide an efficient, effective and reliable administration and support service to both the Practice Manager, Partners and Management Team. Kingswood Medical Group is a PCN in Swindon consisting of two surgeries - Kingswood Surgery and Carfax Medical Centre, this postholder will be required to support our PCN deliverables in conjunction with our Clinical Director and PCN Manager.
Main Duties
Coordinating the practice diary, partners meetings, management and strategy meetings, ensuring they are scheduled appropriately, providing comprehensive minute taking for all meetings and to manage the Action Tracker for all Practice meetings.
Supporting the Practice Manager, Partners and Management Team (including PCN Manager) as required with projects, systems and procedures as and when required.
Undertaking tasks as directed by the Practice Manager in areas of change management and continuous improvement projects.
Providing key performance information as requested using Teamnet/Systm One or other in-house practice systems to the management team on a monthly and ad hoc basis.
Supporting the Practice Manager in monitoring compliance with health and safety legislation and supporting the implementation of policies through appropriate communication methods.
Coordinating internal and external meeting arrangements, preparing agendas and producing minutes for meetings and actions as directed by the Practice Manager.
In conjunction with the Practice Manager, setting and monitoring performance targets, identifying areas for improvement to enhance patient services.
Provide an administrative support service to the Practice Manager, Partners and Management Team as and when required.
Data entry and maintenance of accurate records on Teamnet and any other management system ie Systm One.
Undertake any administrative duties on behalf of the management team or partners as and when required, which may include research and feedback to the rest of the team.
Responsibility for placing orders for both sites which may include office equipment and managing their deliveries in timely fashion as and when they are authorised.
Produce expense reports as directed by management for the purposes of financial management which may include managing Petty Cash for reimbursement for expenses and parking. Liaising with Finance Assistant monthly and completing the appropriate monthly spreadsheets.
Being responsible for taking incoming calls and emails and answering queries. This will involve the administration of the Practice Manager email, ensuring the relevant internal communication is undertaken.
Provide administration and secretarial support to the Partners as required.
Although the role may be based at Kingswood Surgery, there will be a requirement and expectation to work at Carfax Medical Centre as required through the needs of the role.
Such other duties of a similar nature commensurate with the grading of the post.
PERSON SPECIFICATION
Qualifications / Experience
Essential
· Minimum of at least two years personal/executive assistant experience
· Practical, detailed and effective experience of using Excel, Word, Outlook and Teams
· Previous experience of managing or supporting senior managers
· Previous experience of managing confidential information and dealing with sensitive issues appropriately and confidentially.
· Previous experience of producing minutes of meeting and managing action plans and reminders
· Previous experience of dealing effectively with conflicting demands
· Demonstrate emotional resilience and work well under pressure
· Proven experience of following legal, ethical, professional and organisational policies/procedures and codes of conduct
Desirable

• Working in a Health Care setting/Primary Care
• Previous experience of working with Systm One/Teamnet

Personal qualities
· Understand and adhere to confidentiality requirements at a senior level
· Proven ability to organise and prioritise workload appropriately
· Diplomatic
· Ability to work effectively on own initiative as well as collaboratively in a team
· Proactive and solution focussed
· Previous experience of working with deadlines
· Confident, resilient and assertive
· Proficient in Microsoft Office suite with strong keyboard skills
· Demonstrate open and honest communication both internally and externally, whilst always remaining courteous and professionalism
· Diary management, organising meetings and minute taking
· Ability to handle pressure in a fast-paced working environment
· Effective time management with planning and organisation
· Proven problem solving and analytical skills
· Motivated and dedicated in making a difference internally and externally
· Prioritising and escalating the workload where appropriate
· Previous proven experience of working with sensitive and confidential information
· Flexible and co-operative
· Adaptable and proactive
· Diplomacy and superb interpersonal skills, as well as ability to relate to diverse groups of people
· Dedication and attentiveness towards those you support the wider organisation
Kingswood Medical Group is a Primary Care Network (PCN) in our own right based in Swindon. Our PCN comprises of Kingswood Surgery and Carfax Medical Centre. Our PCN manages a patient cohort of in excess of 28,000 patients who are deemed to be the highest deprivation cohort in Swindon. There will be a requirement to be flexible and work across both sites as and when required, depending on meetings and requirement for support from the Senior Managers.
The practice has doubled in size over the past two years, which is why additional support is required for the team. We are proud to say although we have grown, we still maintain our cohesive, supportive and caring staff and management team. We strive to provide comprehensive care to our patients with our patient centred approach and work cohesively together working across both sites.
This opportunity would suit a dedicated individual with experience of working with senior professionals providing them with all areas of administrative support to enable them to manage the business effectively. We are looking for a professional administrator demonstrating a passion for working in health care and supporting the team who is highly organised, flexible, friendly, honest and takes a proactive approach.
Job Types: Full-time, Permanent
Pay: From £27,000.00 per year
Benefits:

• Company events
• Company pension
• On-site parking
• Store discount

Schedule:

• Day shift
• Monday to Friday

Application question(s):

• Extensive experience of Microsoft Office and strong keyboard skills

Education:

• GCSE or equivalent (preferred)

Experience:

• Health Care environment: 2 years (preferred)
• Administrative: 2 years (required)
• Supporting Senior Manager: 2 years (required)

Language:

• English (required)

Licence/Certification:

• Driving Licence (required)

Work authorisation:

• United Kingdom (required)

Work Location: In person
Application deadline: 06/12/2024