PA to Partners and Executive Team

Bay Medical Group are currently recruiting for a Personal Assistant to the Partners and Executive team. The successful candidate will provide a confidential administrative and secretarial support service to the Partners and Executive team, to enable them to perform effectively and efficiently.

This vacancy is 28 hours per week, working Monday, Tuesday, Wednesday and Friday (flexible).

We offer an excellent in-depth training plan over a number of weeks.

Provide comprehensive administrative and secretarial support to the Executive Team and Partners, including managing diaries, organising meetings and events, preparing documents, taking minutes, and maintaining records. Build effective professional relationships with internal and external stakeholders, act as a key communication point, and handle sensitive information with confidentiality. Support and maintain efficient administrative systems, and contribute to continuous improvement of administrative processes.

Bay Medical Group is proud to be the general practice serving the population of Morecambe and Heysham. We operate out of 5 sites and deliver general medical services to c54,000 patients.

We are fortunate to be a single at-scale provider in a distinct geographical area and as such have an established Primary Care Network (PCN) for Morecambe and Heysham, with Bay Medical Group as the only Practice in the PCN.

• A comprehensive induction which introduces you to Bay Medical Group, how we work and our wonderful staff.
• The opportunity to develop within the Practice.
• 25 days annual leave, increasing to 30 days (exclusive of public holidays).
• Occupational Sick Pay scheme after one year.
• Access to NHS Pension, Discount and Cycle to Work schemes.
• Regular well-being events such as away days and social outings.

To provide a professional secretarial service to the Exec/ SLT; to include word processing and advanced typing/ keyboard skills to produce correspondence, reports, presentations and other documents.

Develop and maintain effective working relationships with Partners, members of the Executive Team, staff, external organisations and other stakeholders, communicating professionally and appropriately at all times.

Development and management of organisational calendars for Partnership and other meetings (e.g. Exec, PCN,etc), ensuring accessible venues, inviting external participants, catering and other supports such as giving notice of meetings, and issuing agenda papers, ensuring all members are informed of the date, time and location.

Manage complex and frequently changing diaries for Partners and members of the Executive Team, ensuring effective coordination of meetings, appointments and commitments.

Plan, support and organise other practice meetings, PLT events/business planning meeting/practice social events/wellbeing initiatives and training events.

To take minutes as required on a regular basis from multiple meetings. To produce and circulate minutes.

Maintain action logs arising from meetings and provide administrative support to ensure actions are progressed and followed up appropriately.

Be a communication point for outside agencies contacting practice, liaising in a professional and courteous manner, accepting and responding to both sensitive and complex information on their behalf.

Initial drafting and typing of correspondence and documents in advance where appropriate.

Produce reports/papers and attachments formatted to agreed standard.

Maintain accurate electronic filing systems and records for partnership and executive team, ensuring documents are stored appropriately and are accessible through SharePoint and other approved systems.

To provide other administrative support as required to the Management team eg support managers with workforce-related administration, including arranging appraisals, recruitment processes, interviews, induction programmes and training activities.

Assist in the preparation of presentations, papers and letters, using the full repertoire of Microsoft applications/ Desktop publishing.

Engage in quality improvement through continuous review of all administrative systems within the remit of the postholder in light of good office practice to ensure they remain responsive, efficient and effective. Using initiative to identify all possible opportunities to anticipate, support and streamline the work and responsibilities of the Executive Group and SLT.

Communicate sensitive and complex information effectively with other team members; patients and carers; outside agencies recognising the need for alternative methods of communication to overcome different levels of understanding, cultural background and preferred ways of communicating.

Maintain strict confidentiality at all times, recognising the sensitive nature of information relating to patients, staff, partners and organisational business. Use tact, diplomacy and discretion when dealing with sensitive, confidential or potentially…