The Personal Assistant (PA) is a key support role for the Practice Manager, focused on enhancing managerial efficiency by providing comprehensive administrative and secretarial support. This position involves managing communication, organising schedules, preparing reports, and handling confidential information with discretion.
The PA plays a crucial role in the smooth running of the practice by facilitating effective communication channels between the Practice Manager and other staff, as well as external stakeholders. The role demands high levels of organisational skills, attention to detail, and the ability to multitask effectively under pressure. The PA will also assist in the preparation of meetings, management of office systems, and the coordination of managerial tasks and projects.
The Practice aims to provide a primary site for the post holder to work from, fostering stability and a strong team relationship. However, flexibility is required, and the post holder must be willing to work at other branch sites, when necessary, either on a temporary or permanent basis. Practice core hours are 8am to 6:30pm, Monday to Friday, with extended hours from 6:30pm to 8pm on weekdays and 8am to 4pm on Saturdays. Where required, the post holder must be willing to work their contractual hours during both core and extended hours, although the Practice will consider their preferences.
Main duties of the job
Administrative Support- Support with incoming mail, emails, phone calls. Draft responses, reports, audits. Typing minutes for SLT meetings and practice manager meetings adhoc.
Schedule/diary management- maintain the practice managers diary, schedule appointments and meetings and coordinate engagements. Plan and book travel where required.
Project support- provide support on projects with data collection, diary management, events management for projects.
Communication- Act as a point of contact between the practice manager and internal and external staff facilitating a smooth flow of information. Manage contact between external stakeholders, suppliers, health care services with the practice manager.
Record keeping- Handle sensitive and confidential information with discretion. Support with database management such as filing and recording of personnel folders, budgeting, staff matrix.
Office Management -Help with supply coordination and stock ordering for sites
About us
Mayflower Medical Group is a primary care organisation providing high-quality, patient-centred healthcare across five GP practices in Plymouth. Our dedicated team delivers a wide range of services including GP, Advanced Nurse Practitioner (ANP), Physiotherapy, and Nursing appointments, alongside other essential primary care support via admin and care navigation teams.
We are part of the Fuller and Forbes Healthcare Group, a wider network of practices operating across the UK. This connection enables us to share best practices, strengthen service delivery, and continually enhance the care we provide to our local communities.
At Mayflower Medical Group, we are committed to delivering accessible, compassionate, and comprehensive healthcare to our patients while supporting our staff through professional development and collaborative working.
Job responsibilities
Practice Location Stirling Road
Contract Type Permanent, part time or full time
Reporting toPractice Manager
The PersonalAssistant is a key supportrole for the Practice Manager, focused on enhancing managerial efficiencyby providing comprehensive administrative and secretarial support.This position involvesmanaging communication, organising schedules, preparing reports, and handling confidential information with discretion.
The PA plays a crucial role in the smoothrunning of the practice by facilitating effective communicationchannels between the PracticeManager and other staff, as well asexternal stakeholders. The role demands high levels of organisational skills, attention to detail, and theability to multitask effectivelyunder pressure. The PA willalso assist in the preparation of meetings, management ofoffice systems, and the coordination of managerial tasks and projects.
The Practiceaims to provide a primary site for the post holder to work from, fostering stability and a strong team relationship. However, flexibility is required, and the post holdermust be willing to work at other branch sites, when necessary, eitheron a temporary or permanentbasis. Practice core hours are 8amto 6:30pm, Mondayto Friday, with extended hours from 6:30pm to 8pm on weekdaysand 8am to 4pm on Saturdays.Where required, the post holder must be willing to work their contractual hours during both core and extended hours, although the Practice will consider their preferences.
Administrative Support
Correspondence Management Handle incomingand outgoing communications, including emails, phone calls, and postal mail, ensuring timelyand accurate responses.
Document Preparation Draft, format,and prepare documents such as reports, memos,and presentations to support the Practice Manager's requirements.
Meeting Coordination Organise and schedule meetings,prepare agendas, distribute information to attendees, and take detailedminutes to document discussions and actions.
Reports: Preparation and collation of reports, SARS, CQC notifications, drug and devicealerts where required.
Schedule Management
Diary Management Maintainthe Practice Manager's diary, schedule appointments, and coordinate engagements to optimise time management.
Travel Arrangements Plan and book travel, includingaccommodations and itineraries, ensuring the PracticeManager's schedule is efficient and cost-effective.
Project Support
Project Assistance Provide support on projects from inception throughto completion, including data collection, analysis, and presentation offindings.
Event Management Assistin the organisation and execution of practice events,including staff training sessions and patient engagementinitiatives.
Communication
InternalLiaison Act as a pointof contact between the PracticeManager and other staff or departments, facilitating smoothinformation flow.
External Communication Manage relationships with externalstakeholders, including suppliers, healthcarepartners, and regulatory bodies, tomaintain positive and productiveconnections.
Record Keeping and DataManagement
Confidentiality Maintenance Handle sensitive or confidential information withdiscretion and in compliance withprivacy laws.
Database Management Updateand maintain administrative databases, ensuring all data is accurate, up-to-date, and securelystored.
Expense Processing Manage and process expenses for the PracticeManager, ensuring accurate and timelyreimbursement.
Budget Assistance Help monitor and record departmental expenditures against the budget,providing reports to the Practice Manager.
Office Management
Supply Coordination Keep track of office suppliesinventory and reordersupplies to avoid shortages.
Facilities Oversight Assist in the managementof office facilities and work with serviceproviders to ensure a functional andsafe working environment.
Person Specification
Experience
* Business administration, secretary
* Experience in primary care
Qualifications
* GCSE grade A to C in English and Maths
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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