Job summary The Executive Assistant will be responsible for providing an effective secretarial and administrative service to the Practice Manager. Main duties of the job Arranging meetings (internal and external) to including room booking and set up, agenda circulation and minute taking. Providing full secretarial support including audio typing and diary management to The Practice Manager. Assisting with workload in other departments (i.e. HR, Rota Team, Room Bookings, Finance, Reception and Complaints) Standardisation of all internal and external documents (policies, protocols, flow charts etc) To assistant the Practice Manager with projects, such as flu and covid vaccination programme, Away days, maintenance and renovation projects, CQC etc About us We are looking for committed and enthusiastic individuals to join our well-established Salisbury Medical Practice. This is a permanent position either full time or part time, hours can be discussed at interview. We offer 5 weeks annual leave (pro rata), a competitive salary and the chance to join or continue on in the NHS Pension Scheme. All applicants must have the right to work in the UK. The deadline for receiving application is Sunday 19th January 2025. Please send completed application forms to marie.narangnhs.net or post them into our Fisherton House site. If you have any questions or comments, please do not hesitate to contact us by email: marie.narangnhs.net We reserve the right to close this advert early if we are able to appoint to the vacancy before the advertised closed date. Date posted 06 January 2025 Pay scheme Other Salary Depending on experience Competitive salary Contract Permanent Working pattern Full-time, Part-time Reference number A2320-25-0001 Job locations Fisherton House Fountain Way Salisbury Wiltshire SP2 7FD Job description Job responsibilities Organising monthly Department Heads meetings. Uploading and filing of meeting notes and documents to Practice Index, shared drives and HR records. To assist in the repeat prescription request process To assist in processing AccuRx admin requests Circulating emails / letters / documents Regularly updating the parking software with registration details Liaising with other service users of SMP Premises (i.e. PIP, Bupa, Cafe etc) Booking taxis for blood collections and addressing any issues arising Some involvement with patient complaints (both on the telephone and in person) To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure Maternity leave cover for the Social Prescriber / Communications & Engagement Lead Liaise with local Artists for displays in waiting areas. Staff fundraising campaigns such as Macmillen coffee morning, Christmas Jumper day etc Creation of staff awards for long service Ensuring staff suggestion box is regularly reviewed and responded to To collate nominations for star of the month To organise monthly staff wellbeing initiatives Creation and distribution of weekly staff bulletins Organising quarterly patient Participation Group (PPG) meetings. Creation and distribution of bi-annual patient newsletter To keep the working area clean, tidy and professional whilst adhering to GDPR regulations To assist with training for new staff To assist with the gathering of statistics and information when required To work across different practices on an ad-hoc/when required basis It will be necessary to attend and contribute to various practice meetings as requested This Job Description is neither exhaustive nor exclusive and will be reviewed periodically in conjunction with the post holder. The post holder is required to carry out any duties that may reasonably be requested by the Partners or Management Team Job description Job responsibilities Organising monthly Department Heads meetings. Uploading and filing of meeting notes and documents to Practice Index, shared drives and HR records. To assist in the repeat prescription request process To assist in processing AccuRx admin requests Circulating emails / letters / documents Regularly updating the parking software with registration details Liaising with other service users of SMP Premises (i.e. PIP, Bupa, Cafe etc) Booking taxis for blood collections and addressing any issues arising Some involvement with patient complaints (both on the telephone and in person) To establish and maintain filing and administrative systems so that written or computer information is easily accessible and secure Maternity leave cover for the Social Prescriber / Communications & Engagement Lead Liaise with local Artists for displays in waiting areas. Staff fundraising campaigns such as Macmillen coffee morning, Christmas Jumper day etc Creation of staff awards for long service Ensuring staff suggestion box is regularly reviewed and responded to To collate nominations for star of the month To organise monthly staff wellbeing initiatives Creation and distribution of weekly staff bulletins Organising quarterly patient Participation Group (PPG) meetings. Creation and distribution of bi-annual patient newsletter To keep the working area clean, tidy and professional whilst adhering to GDPR regulations To assist with training for new staff To assist with the gathering of statistics and information when required To work across different practices on an ad-hoc/when required basis It will be necessary to attend and contribute to various practice meetings as requested This Job Description is neither exhaustive nor exclusive and will be reviewed periodically in conjunction with the post holder. The post holder is required to carry out any duties that may reasonably be requested by the Partners or Management Team Person Specification Experience Essential 1 years Experience customer focused role, Telephone call handling, Working within a team, Working Independently Desirable 3 years Experience customer focused role, Experience working in General Practice or Primary Care, Complaint handling & volatile situations Qualifications Essential Maths GCSE Grade C or above (or equivalent), English GCSE Grade C or above (or equivalent), Qualifications at A Level standard Grade C or above (or equivalent) Desirable Qualifications at Degree Level, IT such as CLAIT, ECDL etc. (or equivalent) Knowledge Essential Microsoft Windows Applications Word Documents, Demonstrate sufficient knowledge of the English language to communicate effectively with staff and patients, Microsoft Windows Applications Excel Spreadsheets, Microsoft Windows Applications Outlook Desirable Canva online design system, SurveyMonkey, Clinical Computer Systems SystmOne (TPP), Medical Terminology Skills Essential Completed Application Form with No Spelling Mistakes / Errors, Ability to communicate and listen effectively to all internal and external stakeholders Desirable Excellent organisational skills with the ability to prioritise own work, Ability to multi-task, Flexible Approach, Calm and Professional Disposition Person Specification Experience Essential 1 years Experience customer focused role, Telephone call handling, Working within a team, Working Independently Desirable 3 years Experience customer focused role, Experience working in General Practice or Primary Care, Complaint handling & volatile situations Qualifications Essential Maths GCSE Grade C or above (or equivalent), English GCSE Grade C or above (or equivalent), Qualifications at A Level standard Grade C or above (or equivalent) Desirable Qualifications at Degree Level, IT such as CLAIT, ECDL etc. (or equivalent) Knowledge Essential Microsoft Windows Applications Word Documents, Demonstrate sufficient knowledge of the English language to communicate effectively with staff and patients, Microsoft Windows Applications Excel Spreadsheets, Microsoft Windows Applications Outlook Desirable Canva online design system, SurveyMonkey, Clinical Computer Systems SystmOne (TPP), Medical Terminology Skills Essential Completed Application Form with No Spelling Mistakes / Errors, Ability to communicate and listen effectively to all internal and external stakeholders Desirable Excellent organisational skills with the ability to prioritise own work, Ability to multi-task, Flexible Approach, Calm and Professional Disposition Employer details Employer name Salisbury Medical Practice Address Fisherton House Fountain Way Salisbury Wiltshire SP2 7FD Employer's website https://www.salisburymedicalpractice.co.uk/ (Opens in a new tab)