Executive Assistant inYork inYork PUBLISHED WED 23 OCT 2024

This role is jointly employed by the Primary Care Network and Helmsley Medical Centre itself. The work of the PCN is increasing, and with it, the workloads of the Lead Manager, Clinical Director and three other executive members.

The Practice Manager at Helmsley is also the Lead Manager of the PCN and needs support in both her roles hence the role having two parts to it. Whilst the role will be predominantly based at Helmsley, there will be a requirement to travel to other practices from time to time.

The aim of this role is to provide first class administrative and project support to mainly two key PCN leaders with support to the other three executive members from time to time.

Meeting Management

• Managing diaries and organising meetings, appointments and events
• Attending meetings, taking action points and writing minutes
• Keeping track of important tasks and deadlines
• Compiling and preparing briefing papers, reports, presentations and correspondence

HR Management

• Keeping personnel details and training records up to date
• Creating, distributing and filing any correspondence relating to changes in staff hours, salary or role
• Advertising vacancies, arranging interviews and overseeing the recruitment process through to induction

Cross PCN Administration

• Implementing, improving and maintaining procedures/administrative systems including data management and filing both electronic and paper-based
• Liaising with staff, suppliers and patients
• Assisting with CQC compliance and evidence keeping

Workload Management

• Acting as a first point of contact: dealing with correspondence and phone calls

- screening phone calls, enquiries and requests, and handling them when appropriate

- dealing with incoming email and post, often corresponding on behalf of the manager/executives

• Researching, collating and presenting information.

About us

In addition to supporting the Lead Manager and executive members you will have your own personal workload and responsibilities. These additional duties may include:

Supporting the Digital & Transformation Lead with current and future projects

Helping ensure the practice and PCN are compliant with CQC requirements by gathering evidence to support this

GENERIC INFORMATION

The post holder will maintain the security of sensitive, personal and other confidential information and will apply all relevant Information Governance policies reliably to working practice. Additionally, they will be expected to follow secure operating procedures for handling information in all formats, including verbal, written and that held electronically.

The post holder is responsible and accountable for their own practice in line with Infection Prevention and Control that reflects evidence, best practice and legislative requirements.

The post holder will have the appropriate level of child protection and adult safeguarding knowledge, skills and practice required for the post and be aware of and comply with child protection and adult safeguarding policies and procedures.

In addition to observing the Practice's rules and procedures, which all staff are required to observe and follow, the post holder is also required to follow general policies and procedures that apply to the employment relationship. It is the duty of the post holder to accept personal responsibility for the practical application of these policies, procedures and standards.

Confidentiality

While seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately

In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential

Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data

Health and Safety

The post-holder will assist in promoting and maintaining their own and others' health, safety and security as defined in the practice Health and Safety Policy, to include:

Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards

Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks

Promptly reporting any potential risks identified

Using personal security systems within the workplace according to practice guidelines

Making effective use of training to update knowledge and skills

Being familiar with the operation and maintenance schedule for fire, panic and intruder alarms

Equality and Diversity

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

Acting in a way that recognizes the importance of people's rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation

Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues

Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights

Personal/Professional Development

The post-holder will participate in any training programme implemented by the Practice as part of this employment, such training to include:

Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development

Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work

Quality

The post-holder will strive to maintain quality within the Practice/PCN and will:

Alert other team members to issues of quality and risk

Assess own performance and take accountability for own actions, either directly or under supervision

Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team's performance

Work effectively with individuals in other agencies to meet patients' needs

Effectively manage own time, workload and resources

Safeguarding

Our practice is committed to safe and fair recruitment, safeguarding and protecting those we care for and serve. We have a robust recruitment policy, and all our staff are vetted prior to appointment including being subject to a Disclosure and Barring Service (DBS) check. We also take up two satisfactory character references before the individual starts work. Staff are trained and supervised fairly and to a high standard so that they can provide safe, effective, and compassionate care.

All staff will receive safeguarding training relevant to their role which is provided by both the practice and external safeguarding professionals. All new staff will be reminded during their induction training programme, and subsequent training updates, of their personal, moral and legal roles and responsibilities concerning safeguarding.

Our practice also recognises that safe recruitment is not a one-off event but is an ongoing and continual process. We therefore have processes in place to manage any allegations or concerns about any staff member causing, or at risk of causing, harm to others.

All staff must comply with mandatory training requirements and ensure that adult and child safeguarding is embedded as an essential part of their daily practice.

It is incumbent on all staff to ensure that they undertake safeguarding training as set out in the Intercollegiate Documents: Adult Safeguarding: Roles and Competencies for Health Care Staff First edition: August 2 and Safeguarding Children and Young People: Roles and Competencies for Healthcare Staff Fourth edition: January 2 as well as any safeguarding learning and development required by the organisation.

Safeguarding is everyone's business and all staff within the organisation have a particular responsibility to ensure all safeguarding concerns are responded to effectively and efficiently in accordance with the local Safeguarding Adults Board and Safeguarding Children's Partnership policies and procedures.

Hours to be worked: 30 - 37 per week