Executive Assistant

The Executive Assistant will be responsible for providing an effective secretarial and administrative service to the Practice Manager. Key duties: Arranging meetings (internal and external) including room booking and setup, 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.). Assisting the Practice Manager with projects, such as flu and COVID vaccination programmes, away days, maintenance and renovation projects, CQC, etc. Other duties: Organising monthly Department Heads meetings. Uploading and filing meeting notes and documents to Practice Index, shared drives, and HR records. Assisting in the repeat prescription request process. Assisting in processing AccuRx admin requests. Circulating emails, letters, and 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). Establishing and maintaining 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. Liaising 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 the staff suggestion box is regularly reviewed and responded to. Collating nominations for ‘star of the month’. Organising 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 newsletters. Keeping the working area clean, tidy, and professional whilst adhering to GDPR regulations. Assisting with training for new staff. Assisting with the gathering of statistics and information when required. Working across different practices on an ad-hoc/when required basis. Attending and contributing 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. Please send completed application forms to

marie.narang@nhs.net

or post them into our Fisherton House site on or before 19th January 2025. 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.

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