Job Description
PORTSDOWN GROUP PRACTICE
MANAGEMENT SUPPORT ASSISTANT
VACANCY PACK
This Vacancy
An exciting opportunity has arisen for an intelligent and motivated individual to join the Operations
Team in this professionally developmental role, based at our Kingston Crescent surgery.
If you are a people person, have experience in business administration with an interest in human resources and are keen to develop your skills for the future, then we would like to hear from you.
You will be supported by a team of experienced colleagues and will be predominantly responsible for pre-employment recruitment processes and maintaining a professional and informative social media presence for the Practice.
As part of your role, you will be expected to become the ‘subject expert’ and primary point of contact for our in-house training and holiday management software, fielding queries from colleagues and producing reports as required.
This role requires attention to detail, excellent written English and a positive attitude. Whilst you will have regular support, you will be expected to reprioritise your workload regularly and proactively – we are a very busy department and whilst you will be based in Operations, the role supports the wider
Management Team. The successful candidate will take pride in their work and responsibility for their duties and deadlines.
Working Pattern: 37 hours per week, Monday to Friday between 8am and 5pm. Pattern to be agreed.
Rate of Pay: £24,110 per annum (£12.50 per hour)
Introduction to Surgery
Philosophy and Practice
Everyone working within the Practice is committed to the provision of high-quality primary care for the benefit of our patients, whom we respect and value. We strive to be an open-minded, friendly, caring and inclusive team.
Mission and Values
The Practice aims to deliver our philosophy by:
- Providing readily accessible medical and preventative health care within a structured, efficient, open-minded and caring environment.
- Encouraging the professional and personal growth of the whole team, clinicians and their support staff, promoting job satisfaction whilst maintaining financial viability.
- Optimising the use of our resources, commensurate with the size of our very large
Practice, creating opportunities not always available to Practices with a smaller list of patients. Our size and innovative approach enables us to encompass and evolve with an ever-changing NHS.
- Challenging pre-conceived ideas, leading to more efficient ways of working for the benefit of our patients.
Practice Background
Portsdown Group Practice covers the whole of Portsmouth from postcodes PO1 to PO7. We operate from 6 surgeries: Cosham Park House (PO6 3BG), Crookhorn Lane (PO7 5XP, Heyward Road (PO4 0DY),
Kingston Crescent (PO2 8AL), Paulsgrove (PO6 4HJ), and Somerstown (PO5 4EZ).
We are our own Primary Care Network (PCN). We have Clinical Partners, Salaried GPs and a comprehensive Nursing and extended clinical team overseen by our Clinical Team Manager. The team consists of Nurse / Paramedic Practitioners, Registered Nurses, HCA’s, MSK Physiotherapists,
Podiatrist, Dietitians, Social Prescribers and Care Co-ordinators. The Pharmacy team consists of Clinical
Pharmacists, Pharmacy Technicians and Pre-Registration Trainee Pharmacy Technician.
The Practice is well established, financially secure and successful. Over the last few years, we have earned maximum QOF points.
Team Approach / Organisational Structure
Multi-disciplinary teams work across all sites.
Our organisational structure includes a Management Team, based at Kingston Crescent (Group
Business Director, Operations Manager, Business Intelligence Manager, Finance Manager, Clinical
Team Manager and Management Support Team) and a Surgery Team at each site.
We recognise that our team needs to work as a strong anchor chain within the community we serve.
Like a chain we acknowledge that every link has to be strong. We achieve this by working together, supporting each other and continuously inviting team members to make suggestions aimed at providing efficient, safe processes for our patients.
Teaching, Training and Development
The Practice has a long history of training – we train GP registrars, student nurses and have pharmacy student placements. We are committed to the ongoing development of the entire team, including mandatory and developmental training for all our staff. Team members are encouraged to highlight any training they feel would benefit them in the achievement of their role. The Practice funds, via a
“learning agreement”, any training which is felt will benefit the individual and the Practice.
Staff Benefits
The Practice is a Real Living Wage Employer and believes in rewarding staff by offering the following benefits in addition to the candidate’s remuneration package.
- Additional Days Holiday on Your Birthday
- Funded Private Health Plan with Benenden (with Option to Add Family Members)
- Annual Pay Review
- NHS Pension Scheme
- Generous Annual Leave Entitlement
- Eye Care Vouchers
- Social Events
- Refreshments
- 50% Discounted Gym Membership
- Corporate fleece jacket
This Recruitment
The closing date for this post is: 28 June 2023
Applicants who are successful following this process will be invited for interview: 6 July 2023
Please ensure that you are free when applying, as we may be unable to re-arrange interview dates.
How to Apply
Please complete the online application via NHS Jobs.
Further Information / Practice visits
If you would like to arrange an informal chat and / or a visit, please contact Maria Martin or Carly
Hobbs via telephone 023 9262 7765.
Job Description
Title: Management Support Assistant
Responsible To: Operations Lead / Operations Manager
Main Purpose of the Post:
To provide vital and comprehensive administrative support to the Portsdown Operations Team and wider Management Team, including the maintenance of the social media presence of the Practice to ensure timely communications and promotion to our registered patients
Duties & Responsibilities of the Post:
Main Responsibilities:
- Provide administrative support with induction and any other HR related tasks
- Lead on pre-employment aspects on recruitment in line with recruitment policy e.g. advertising, shortlisting, organising and assisting with interviews and offering positions
- Provide cover and resilience for the Operations Administrator in times of absence or high demand recruitment campaigns
- Provide support with ensuring personnel files are kept up to date and contain all salient information for CQC inspection
- Create and publish quarterly staff newsletter
- Maintain accurate training records on designated software
- Run regular reports on staff mandatory training and update management team accordingly
- Monitor the Group Management mailbox to ensure emails are shared and acted on promptly and accurately
- To act as coordinator of safety alerts, ensuring centralised logs are maintained and loops are closed appropriately
- To participate in quality improvement initiatives including significant event analysis, peer review and the review of patient complaints, respond to online feedback
- To maintain a social media presence on behalf of the Practice, acting as administrator for
Facebook, LinkedIn, Twitter and any other social media platforms
- Ensure timely and appropriate social media posts and health promotion
- Listen to calls sent through and issue warning letters when appropriate
- Patient Removals
- Order uniforms for new starters
- Create / distribute signage to relevant staff and sites
- Calculate and monitor staff annual leave entitlement
- Distribute birthday cards for our Team members
- Process DBS checks
- Assist the Operations Team in data collection and analysis
- Actively take part in internal / external training as requested
Confidentiality:
As per both Government legislation and Practice Policies ensure that all confidentiality, data protection and information governance policies and guidelines are followed and strictly adhered to, reporting any infringements to the Operations Office immediately.
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.
Equality and Diversity:
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, by carrying out his / her responsibilities with regards to the Practice’s Equal Opportunities Policy.
Personal / Professional Development:
The post-holder will participate in any training programme implemented by the Practice as part of this employment.
Quality:
The post-holder will strive to maintain quality within the Practice.
Communication / Information:
The post-holder should recognise the importance of effective communication within the practice and Management Team.
Any other delegated duties considered appropriate to the post.
This job description is not intended to be exhaustive, but to indicate the main areas of responsibility.
It may be changed after consultation with the post holder. The employee shares with the employer the responsibility for review and modification of duties. Suggestions and discussions are welcome.
Policies and Procedures - the duties and responsibilities of the post will be undertaken in accordance with the policies, procedures and practices of the Practice, which may be amended from time to time.
The business operates between the hours of 0700 – 2100 hours Monday to Friday (0800 – 1700
Saturday), with possible requirement for some future evening and weekend working as the business develops.
Job Types: Full-time, Permanent
Salary: £12.50 per hour
Benefits:
- Company events
- Company pension
- Free parking
- On-site parking
Schedule:
- Day shift
- Monday to Friday
Work Location: In person
Application deadline: 28/06/2023