Bay Medical Group are currently recruiting for a Personal Assistant to the Partners and Executive team. The successful candidate will provide a confidential administrative and secretarial support service to the Partners and Executive team, to enable them to perform effectively and efficiently.
This vacancy is 28 hours per week, working Monday, Tuesday, Wednesday and Friday (flexible).
We offer an excellent in-depth training plan over a number of weeks.
Main duties of the job
Provide comprehensive administrative and secretarial support to the Executive Team and Partners, including managing diaries, organising meetings and events, preparing documents, taking minutes, and maintaining records. Build effective professional relationships with internal and external stakeholders, act as a key communication point, and handle sensitive information with confidentiality. Support and maintain efficient administrative systems, and contribute to continuous improvement of administrative processes.
About us
Bay Medical Group is proud to be the general practice serving the population of Morecambe and Heysham. We operate out of 5 sites and deliver general medical services to c54,000 patients.
We are fortunate to be a single at-scale provider in a distinct geographical area and as such have an established Primary Care Network (PCN) for Morecambe and Heysham, with Bay Medical Group as the only Practice in the PCN.
Employees benefit from
* A comprehensive induction which introduces you to Bay Medical Group, how we work and our wonderful staff.
* The opportunity to develop within the Practice.
* 25 days annual leave, increasing to 30 days (exclusive of public holidays).
* Occupational Sick Pay scheme after one year.
* Access to NHS Pension, Discount and Cycle to Work schemes.
* Regular well-being events such as away days and social outings.
Job responsibilities
To provide a professional secretarial service to the Exec/ SLT; to include word processing and advanced typing/ keyboard skills to produce correspondence, reports, presentations and other documents.
Develop and maintain effective working relationships with Partners, members of the Executive Team, staff, external organisations and other stakeholders, communicating professionally and appropriately at all times.
Development and management of organisational calendars for Partnership and other meetings (e.g. Exec, PCN,etc), ensuring accessible venues, inviting external participants, catering and other supports such as giving notice of meetings, and issuing agenda papers, ensuring all members are informed of the date, time and location.
Manage complex and frequently changing diaries for Partners and members of the Executive Team, ensuring effective coordination of meetings, appointments and commitments.
Plan, support and organise other practice meetings, PLT events/business planning meeting/practice social events/wellbeing initiatives and training events.
To take minutes as required on a regular basis from multiple meetings. To produce and circulate minutes.
Maintain action logs arising from meetings and provide administrative support to ensure actions are progressed and followed up appropriately.
Be a communication point for outside agencies contacting practice, liaising in a professional and courteous manner, accepting and responding to both sensitive and complex information on their behalf.
Initial drafting and typing of correspondence and documents in advance where appropriate.
Produce reports/papers and attachments formatted to agreed standard.
Maintain accurate electronic filing systems and records for partnership and executive team, ensuring documents are stored appropriately and are accessible through SharePoint and other approved systems.
To provide other administrative support as required to the Management team eg support managers with workforce-related administration, including arranging appraisals, recruitment processes, interviews, induction programmes and training activities.
Assist in the preparation of presentations, papers and letters, using the full repertoire of Microsoft applications/ Desktop publishing.
Engage in quality improvement through continuous review of all administrative systems within the remit of the postholder in light of good office practice to ensure they remain responsive, efficient and effective. Using initiative to identify all possible opportunities to anticipate, support and streamline the work and responsibilities of the Executive Group and SLT.
Communicate sensitive and complex information effectively with other team members; patients and carers; outside agencies recognising the need for alternative methods of communication to overcome different levels of understanding, cultural background and preferred ways of communicating.
Maintain strict confidentiality at all times, recognising the sensitive nature of information relating to patients, staff, partners and organisational business. Use tact, diplomacy and discretion when dealing with sensitive, confidential or potentially contentious matters.
OTHER DUTIES
The responsibilities set out in this document may change from time to time through discussion with the post holder. In addition the post holder might, at the discretion of the Senior Leadership Team, be required to take on other tasks in the wider interest of Bay Medical Group.
Person Specification
Skills and Abilities
* Excellent written and verbal communication skills.
* Ability to communicate effectively with individuals at all levels of the organisation and with external stakeholders.
* Ability to handle sensitive and confidential information with tact, diplomacy and discretion.
* Advanced keyboard and document production skills.
* Excellent organisational skills with the ability to manage competing priorities and meet deadlines.
* Ability to work independently within established procedures, using judgement to prioritise workload and elevate issues appropriately.
* Strong attention to detail and commitment to accuracy.
* Excellent telephone and interpersonal skills.
* Ability to maintain effective filing and records management systems.
* Advanced IT skills and confidence in the use of Microsoft Office applications and electronic systems.
* Ability to problem solve and identify practical solutions to administrative issues.
* Ability to work collaboratively as part of a team and build effective working relationships.
* Ability to contribute to the review and improvement of administrative systems and processes.
* Demonstrates integrity, professionalism and sound judgement.
* Flexible and adaptable approach to changing priorities and service needs.
Experience
* Experience and knowledge.
* Extensive experience of working in a secretarial, personal assistant or administrative support role.
* Experience of managing complex diaries, coordinating meetings and organising events.
* Experience of minute taking and production of accurate meeting records and action logs.
* Experience of liaising with a wide range of stakeholders, including healthcare professionals, patients, external organisations and service providers.
* Practical experience of using electronic records management systems and document storage systems.
* Advanced knowledge and practical experience of Microsoft Office applications including Outlook, Word, Excel, PowerPoint, Teams and SharePoint.
* Understanding of confidentiality, information governance and data protection requirements.
* Experience of scheduling, data handling and maintaining accurate records.
* Experience of working within General Practice, Primary Care, PCN or NHS settings.
* Knowledge of EMIS.
* Working knowledge of medical terminology.
Qualifications
* Good standard of education including GCSE (or equivalent) in English and Mathematics at Grade C/4 or above.
* RSA III, OCR Text Processing Level III, or equivalent qualification/experience demonstrating advanced keyboard and secretarial skills.
* AMSPAR Medical Secretarial Diploma or equivalent qualification.
* Additional qualifications in administration, business support or office management.
Characteristics
* Committed to delivering a high‑quality and professional support service.
* Reliable, dependable and self‑motivated.
* Able to remain calm and effective when working under pressure.
* Confident in managing delegated responsibilities and working to agreed deadlines.
* Professional and approachable manner.
* Demonstrates excellent attendance, punctuality and reliability.
* Willingness to work flexibly to meet the needs of the organisation on occasion.
* Commitment to personal development and continuous improvement.
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.
£28,763 to £32,478 a year salary shown is pro rata based on 37.5 hours per week.
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