Management Assistant

Job responsibilities

Role Purpose

To provide comprehensive administrative and operational support to the practice, ensuring the smooth day-to-day running of services and supporting the delivery of high-quality patient care. The postholder will oversee the daily management of Anima triage, coordinate staffing cover and rotas, support compliance and governance activities, and contribute to effective communication across the practice team. Depending on experience, the role may include line management responsibilities.

• Oversee the daily management of the Anima triage system, ensuring timely processing of patient requests and appropriate staffing cover.
• Coordinate and maintain staff rotas to ensure adequate operational cover.
• Provide administrative support to the Practice Manager and wider management team.
• Order and maintain office supplies and equipment as required.
• Provide reception and administrative cover during periods of absence or increased demand.

• Prepare correspondence, reports, presentations, and other practice documentation.
• Manage incoming and outgoing communications, including emails, letters, and telephone enquiries.
• Produce and distribute internal communications, including staff newsletters and updates.
• Maintain the practice website and social media platforms, ensuring information is accurate and up to date.
• Maintain confidential records in accordance with GDPR, NHS guidance, and practice policies.

• Organise meetings, prepare agendas, take minutes, and distribute documentation.
• Maintain action logs and follow up on outstanding actions.
• Support the review, update, and implementation of practice policies and procedures.
• Collate and submit Key Performance Indicator (KPI) data and other performance information as required.

• Coordinate and support the induction programme for all new staff.
• Arrange mandatory and role-specific training for practice staff.
• Monitor and report on compliance with mandatory training requirements.
• Support the delivery of monthly staff training sessions.
• Provide line management support where appropriate and delegated by the Practice Manager.

• Undertake monthly compliance audits and checks in line with practice requirements.
• Support the practice's governance, quality improvement, and regulatory compliance activities.
• Assist in ensuring compliance with health and safety legislation and practice procedures.
• Support preparations for inspections, audits, and accreditation processes.

Person Specification

Qualifications

Essential

• 1) Educated to at least GCSE level or equivalent including maths and English (grade C/4 or above)

Desirable

• 1) CIPD Level 3 Certificate
• 2) Business Administration qualification

Personal Qualities and Requirements

Essential

• 1) Polite and confident
• 2) Flexible and cooperative
• 3) Motivated
• 4) Forward thinker
• 5) High levels of integrity and loyalty
• 6) Comfortable in a fast-paced environment
• 7) Ability to work under pressure
• 8) Flexibility to work outside of core office hours
• 9) Disclosure Barring Service (DBS) check

Experience

Essential

• Previous administrative experience, preferably within a healthcare, NHS, or GP practice setting.
• Excellent organisational and time management skills.
• Strong written and verbal communication skills.
• Proficient in Microsoft Office applications.
• Ability to handle confidential information with discretion.
• Ability to work independently and prioritise a varied workload.

Desirable

• Experience of working within a GP practice or Primary Care Network (PCN).
• Knowledge of NHS systems and processes.
• Experience of rota management and staff training coordination.
• Previous supervisory or line management experience.
• Familiarity with Anima or other online consultation/triage systems.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

Burton Latimer Medical Centre

Address

Higham Road

Burton Latimer

Kettering

Northamptonshire

NN15 5PU

United Kingdom

Employer's website

https://www.burtonlatimermedicalcentre.co.uk/ (Opens in a new tab)