Job Summary
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 8 am to 6:30 pm, Monday to Friday, with extended hours from 6:30 pm to 8 pm on weekdays and 8 am to 4 pm 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.
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 Details
Reference Number: A2381‑25‑0033‑PLYM
Location: Mayflower Medical Group, Stirling Road, Plymouth, PL5 1PL
Posted Date: 03 November 2025
Salary: £28,958 a year
Contract: Permanent
Working Pattern: Full‑time / Part‑time
Hours: 25‑37.5 hours per week
Role Duties
* Administrative Support: Support with incoming mail, emails, phone calls. Draft responses, reports, audits. Typing minutes for SLT meetings and practice manager meetings ad‑hoc.
* Schedule/Diary Management: Maintain the Practice Manager’s diary, schedule appointments and meetings, 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 with external stakeholders, suppliers, health care services with the Practice Manager.
* Record Keeping: Handle sensitive and confidential information with discretion. Support with database management, filing and recording of personnel folders, budgeting, staff matrix.
* Office Management: Help with supply coordination and stock ordering for sites.
Additional Responsibilities
* Correspondence Management: Handle incoming and outgoing communications, including emails, phone calls, and postal mail, ensuring timely and 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, and take detailed minutes.
* Reports: Preparation and collation of reports, SARS, CQC notifications, drug and device alerts where required.
* Diary Management: Maintain the Practice Manager’s diary, schedule appointments, and coordinate engagements.
* Travel Arrangements: Plan and book travel, including accommodations, ensuring schedule efficiency and cost‑effectiveness.
* Project Assistance: Provide support from inception to completion, including data collection, analysis, and presentation of findings.
* Event Management: Assist in the organisation and execution of practice events, staff training sessions, patient engagement initiatives.
* Internal Liaison: Act as a point of contact between the Practice Manager and other staff or departments.
* External Communication: Manage relationships with external stakeholders, suppliers, healthcare partners, and regulatory bodies.
* Confidentiality Maintenance: Handle sensitive or confidential information with discretion and in compliance with privacy laws.
* Database Management: Update and maintain administrative databases.
* Expense Processing: Manage and process expenses for the Practice Manager.
* Budget Assistance: Monitor and record departmental expenditures against the budget.
* Supply Coordination: Track office supplies inventory and reorder supplies to avoid shortages.
* Facilities Oversight: Assist in management of office facilities and work with service providers.
Person Specification
Experience
* Business administration, secretary
Desirable
* Experience in primary care
Qualifications
* GCSE grade A to C in English and Maths
Desirable
* NVQ Level 3
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: Fuller and Forbes Partnership. Address: Mayflower Medical Group, Stirling Road, Plymouth, PL5 1PL. Website: http://bramleyonline.co.uk/
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