Job Summary
An exciting opportunity has arisen for a well-motivated and experienced administrative professional to join us at Drayton Medical Practice as a HR and Governance Assistant. This is a new role to lend support to our Practice Manager based in Market Drayton. The role is for 37 hours per week, Monday to Friday.
Main Duties of the Job
You will assist the Practice Manager with administrative tasks related to HR, Governance, CQC, Health and Safety, Premises, and Policies.
It is key that the applicant has excellent communication and organizational skills, with attention to detail. You will be comfortable working in a fast-paced environment, prioritizing your workload effectively and being able to multitask.
About Us
Drayton Medical Practice is based in the center of Market Drayton. We are a large and busy practice with approximately 18,000 registered patients. We strive to provide the very best service to our patients and stakeholders.
You will be made to feel very welcome and will be part of a friendly, supportive team.
Benefits Package:
Company pension
NHS discounts with blue light card
Generous holiday entitlement, which increases with length of service
Overtime opportunities as and when required
Health & wellbeing programme
On-site parking
Job Responsibilities
* HR administration including recruitment, sickness and holiday absence management and conduct necessary recruitment checks.
* Use initiative to plan time effectively and prioritize all incoming work daily, including responding quickly, appropriately, and communicating clearly in relation to urgent/important and unpredictable issues.
* Issue employment offer packs and employment contracts in liaison with Practice Manager.
* Distribute any addendums to employment handbook.
* Arrange and carry out inductions for new employees, Registrars, Medical Students, and visitors.
* Maintain an up-to-date Induction pack for all new staff.
* Issue employee annual leave allocations and monitor requests.
* Work with the Practice Manager to gather assurance to maintain compliance with CQC registration requirements including uploading information to the CQC portal and the implementation of any action plans following internal quality assurance visits or CQC inspections.
* Facilitate a safe working environment, assist with the completion of health and safety risk assessments/inspections, and ensure the premises are fit for purpose.
* Maintain the significant/learning event database including actions taken following discussion at meetings.
* Monitor professional indemnity cover for GPs and Nurses and ensure that Nurses are registered with the NMC.
* Ensure HR processes and procedures are adhered to, and records are up to date with correct documentation.
* Attend meetings, as required.
* Develop HR Processes in conjunction with the Practice Manager.
* Maintain/update policies and communicate to team. Ensure the Practice has the most relevant policies in place.
* Update and oversee intranet, ensuring training, premises, and governance checks are completed and renewed.
* Support Information governance, ensuring policies, procedures, and staff knowledge are up to date, including IT security and IG compliance at all times.
* Assist the Practice Manager with GDPR compliance and support with the end-year submissions for the practice.
This list is not exhaustive and includes anything else deemed necessary by the practice.
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 this Job Description, the post-holder may 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 the Practice as a business organization. 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 the Practice may only be divulged to authorized persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.
Health & Safety
The post-holder will assist in promoting and maintaining their own and others' health, safety, and security as defined in the practice Health & Safety Policy, the practice Health & Safety Manual. This will include (but will not be limited to):
* Ensuring job holders across the practice adhere to their individual responsibilities for infection control and health and safety, using a system of observation, audit and check, hazard identification, questioning, reporting, and risk management.
* Maintain up-to-date knowledge of health and safety and infection control statutory and best practice guidelines.
* Using personal security systems within the workplace according to Practice guidelines.
* Assist with identifying the risks involved in work activities and undertaking such activities in a way that manages those risks across the business.
* Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards, and initiation of remedial/corrective action where needed.
* Actively identify, report, and correct health and safety hazards and infection hazards immediately when recognized.
* Keep own work areas and general/patient areas generally clean, identifying issues and hazards/risks in relation to other work areas within the business, and assuming responsibility in the maintenance of general standards of cleanliness across the business in consultation (where appropriate) with other sector managers.
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 recognizes the importance of people's 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 the Practice as part of this employment, such training to include:
* Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.
* Taking responsibility for own development, learning, and performance and demonstrating skills and activities to others who are undertaking similar work.
* Ensure mandatory training is up to date.
Quality
The post-holder will strive to maintain quality within the Practice, 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 team's performance.
* Work effectively with individuals in other agencies to meet patients' needs.
* Effectively manage own time, workload, and resources.
Communication
The post-holder should recognize the importance of effective communication within the team and will strive to:
* Communicate effectively with other team members.
* Communicate effectively with patients and carers.
* Recognize people's needs for alternative methods of communication and respond accordingly.
Person Specification
Skills
Essential
* Excellent attention to detail and accuracy.
* Strong IT skills in Word, Teams, Excel, Outlook including proficient typing.
* Effective management of workload (planning, organization, prioritization, ensuring deadlines are met).
* Ability to work as a team member and autonomously, but aware of own limitations.
* Excellent interpersonal skills.
* Problem-solving and analytical skills.
* Ability to follow policy and procedure.
Qualifications
Essential
* Educated to A level or equivalent.
* GCSE Mathematics and English (C or above).
Desirable
* Business/Governance/HR Qualification.
* RSA Typing/Word Processing Qualification.
Experience
Essential
* Experience of working within a fast-paced professional office/organisation.
* Experience of preparing/writing formal papers/letters.
Desirable
* Experience of working in a healthcare setting.
* Good understanding of CQC and Governance requirements.
* Good understanding of HR.
* Good understanding of Health and Safety.
Other Requirements
Essential
* Flexibility to work outside of core office hours.
* Disclosure Barring Service (DBS) check.
Personal Qualities
Essential
* Flexible and co-operative.
* Motivated and proactive with can-do approach to find solutions.
* Forward thinker.
* High level of integrity, loyalty, and maintains confidentiality at all times.
* Ability to work under pressure and remain calm.
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
Employer Name
Drayton Medical Practice
Address
Maer Lane
Market Drayton
Shropshire
TF9 3AL
Employer's Website #J-18808-Ljbffr