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 assist 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 applications is Sunday 19th January 2025.
Please send completed application forms to marie.narang@nhs.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.narang@nhs.net.
We reserve the right to close this advert early if we are able to appoint to the vacancy before the advertised closed date.
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 Macmillan 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
* 1 year+ experience in a customer-focused role.
* Telephone call handling.
* Working within a team.
* Working independently.
* 3 years+ experience in a customer-focused role.
* Experience working in General Practice or Primary Care.
Qualifications
* 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).
* Qualifications at Degree Level.
* IT qualifications such as CLAIT, ECDL etc. (or equivalent).
Knowledge
* Microsoft Windows Applications: Word, Excel, Outlook.
* Demonstrate sufficient knowledge of the English language to communicate effectively with staff and patients.
* SurveyMonkey.
* Clinical Computer Systems: SystmOne (TPP).
* Medical Terminology.
Skills
* Completed Application Form with no spelling mistakes/errors.
* Ability to communicate and listen effectively to all internal and external stakeholders.
* Excellent organisational skills with the ability to prioritise own work.
Depending on experience, a competitive salary will be offered.
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