St Peters Surgery are looking to recruit a PA to the Management Team. The successful applicant will work alongside a friendly and supportive Business Manager and Operations Manager, providing administrative assistance in all aspects of their day to day role.
You will benefit from a structured induction/training period - though previous experience of working in Primary Care would be beneficial.
Main duties of the job
To provide administration support to the Management Team in the effective coordination of the day-to-day running of St Peters Surgery, ensuring that the staff and organisation as a whole meets its agreed aims and objectives within a safe, efficient and effective working environment. The post-holder will contribute to the delivery of high quality GMS services and adherence to both local and national guidance.
About us
St Peters Surgery is a purpose built medical centre based near the heart of Walsall. Our 5 GP Partners, 1 salaried GP, 2 Practice Nurses, 2 HCA's and strong team of other clinical staff including Pharmacists, Paramedics, Physiotherapists and Social Prescribers - provide care to our list of 10,000 patients.
Friendly and experencied reception, medical secretary and administration teams support the clinicians, as we strive to provide the best possible patient care.
Job responsibilities
Major duties and responsibilities of the post:
Responsibilities for patient services
* Assist the Management Team in the coordination, management and recording of patient complaints and significant events, either informal or formal with a view to customer service improvement. Share complaints and significant events with the practice team at practice meetings.
* Assist in the collation of statements/responses from staff and the Senior Management Team with regards to the management of complaints and significant events, ensuring adherence to St Peters Surgery policies and procedures at all times
* Assist the Management Team in ensuring patient information is up to date and available, e.g. practice newsletter, patient leaflets, waiting room screens, social media and practice websites
Responsibilities for premises and equipment
* Assist the Management Team in ensuring health and safety risk assessments are regularly carried out, identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
* Reporting potential health and safety risks when identified.
Responsibilities for financial resources
* Ensure policies and procedures are adhered to, to protect the organisation against fraud and financial mismanagement
* Inform Management Team/Administration Team Leader of any orders placed to allow goods and invoices received to be matched appropriately.
* Issuing cheques on behalf of the practice and tracking payments.
Responsibilities for staff management (including recruitment, induction and training)
* Assist the Management team with inductions, ensuring they are carried out in line with organisational requirements
* Assist in the coordination of annual staff appraisals, ensuring accurate records are kept on staff personal files and on organisational spreadsheets
* Assist the Management Team in the issuing of new/updated policies to staff and ensuring we have acknowledgements updated on Agilio Teamnet to confirm they have been read and understood
Responsibilities for information resources
* Ensure confidentiality of data and conformity to the Data Protection Act and Medical Records and Reports Acts, the Freedom of Information Act and the Caldicott Report.
* Support the Management Team in ensuring the training of all users on the organisations IT systems
* To utilise medical software systems to enable the effective handling of patients and practice information and information supplied by other agencies.
* To assist the Management Team in the running of searches/reports within the clinical systems to monitor the organisations performance in line with locally commissioned services, enhanced services etc
* Understand all policies relating to information governance, data protection and confidentiality and ensure adherence to them.
General Responsibilities
* To arrange and attend Practice, Education, staff meetings and any other meetings relevant to service delivery, arranging visiting speakers and sponsorship of meetings and training. This will also involve the preparation of agendas, taking minutes and distributing minutes as necessary.
* Support the Management Team in preparation for any Contract Monitoring/Quality Visits from the CCG or CQC inspections
* Implement and support any follow up actions or improvements required by CQC in order to maintain registration and meet the requirements of our contract
* Supporting management team and practice in QOF recall, Primary Care Offer and LCS reports.
The information supplied above is intended to summarise the key responsibilities and duties of the role. The post holder may be required from time to time to carry out other reasonable requests and duties as required by the Management Team, consistent with the responsibilities of the grade.
Confidentiality
* In the course of seeking treatment, patients entrust us with, or allow us to gather sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.
* In the performance of the duties outlined in the Job Description, the post-holder will have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to St Peters Surgery as an organisation. All such information from any source is to be regarded as strictly confidential.
* Information relating to patients, carers, colleagues, other healthcare workers or the business of St Peters Surgery may only be divulged to authorised persons in accordance with St Peters Surgery policies and procedures relating to confidentiality and the protection of personal and sensitive data.
Equality and Diversity
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
* Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation
* Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
* Behaving in a manner, which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
Personal/Professional Development
The post-holder will participate in any training programme implemented by St Peters Surgery as part of this employment, such training to include:
* Participation in an annual individual performance review.
* Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work
* Participate in regular 1-2-1 supervision with the Practice Operations Manager
Quality
The post-holder will strive to maintain quality within St Peters Surgery, and will:
* Alert other team members to issues of quality and risk
* Assess own performance and take accountability for own actions, either directly or under supervision
* Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance
* Work effectively with individuals in other agencies to meet patients needs
* Effectively manage own time, workload and resources
Communication
The post-holder should recognise the importance of effective communication within the team and will strive to:
* Communicate effectively with patients and carers
* Communicate effectively with external bodies such CCG, PCSE and NHS England
* Recognise peoples needs for alternative methods of communication and respond accordingly
* Document all patient contact as administration notes within EMIS.
Child Protection
The post-holder will:
* Alert practitioners of child protection issues that arise while dealing with patients
Contribution to the Implementation of Services
The post-holder will:
* Apply St Peters Surgery policies, standards and guidance
* Discuss with other members of the team how the policies, standards and guidelines will affect their own work
* Contribute to the development of new clinical and non-clinical policies and procedures.
Person Specification
Qualifications
* Evidence of a commitment to continuing professional development
* Evidence of education to A level standard or equivalent
Qualities
* Polite, Personable and approachable
* Self-motivated and confident able to work with minimal direction, with integrity.
* Adaptable and innovative
* Enthusiasm, with energy and drive
* Trustworthy, honest, reliable, caring and sympathetic
* Proactive strategic thinking with a clear vision
* Confidential and conscientious
* Hard working, reliable and resourceful
* Willing to work flexible hours as necessary
* Considered, steady approach
* Diplomacy
* Good sense of humour
Experience
* Experience of and success at communicating
* Experience of working in teams and able to promote teamwork
* Working in a computer environment
* Financial management experience including understanding of spread sheets
* Experience of working in the NHS or a health care setting
* Experience with working with EMIS web
Skills
* Intelligent with a fast learning ability
* Excellent communication (oral and written) and inter-personal skills
* Computer literate with appropriate IT skills including Emis
* Good time management
* Able to manage change and cope with pressure
* A solutions focused approach to problem solving
* Customer service and complaints resolution
* Networking and facilitation
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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