Maternity Cover - Personal Assistant to the Partners and Practice Manager

We are looking for a Personal Assistant to the Partners and Practice Manager to cover a period of maternity leave.

The role of Personal Assistant to the Partners and Practice Manager is to provide high-level administrative and personal support to the GP Partners and Practice Manager, to ensure the smooth running of Practice operations. The role requires exceptional organisational skills, discretion, attention to detail, and the ability to manage a varied and sensitive workload with professionalism.

Key Responsibilities include:

Administrative Support

Manage diaries, appointments, and meeting schedules for the GP Partners and Practice Manager.
Prepare agendas, take minutes, and coordinate follow-up actions for internal Practice meetings when required.
Draft, format, and manage correspondence, reports, and documents as required.
Act as the first point of contact for internal and external queries directed to the GP Partners and Practice Manager.
To participate in new staff recruitment and inductions.

Operational Support

Support in the organisation of practice projects, audits, and quality improvement initiatives.
Assist with document control, including policies, protocols, and compliance documentation.
Maintain confidentiality while handling sensitive information related to staff, patients, and business operations.
Coordinate building maintenance and repair works where necessary, and ensure all routine and mandated safety checks, certifications and inspections are carried out in line with current regulations and legislation.

Communication

Liaise effectively with staff, patients, NHS bodies, suppliers, and other stakeholders on behalf of the GP Partners and Practice Manager.
Support internal communication processes, including the distribution of key updates and policies.
Have oversight of all compliments and complaints received by the Practice, ensuring timely responses to these communications.

Diary and Meeting Management

Organise and coordinate meetings, training sessions, and events.
Monitor and prioritise emails and communications, flagging urgent matters and drafting responses when necessary.

Administrative Compliance

Support the Practice Manager in ensuring compliance with CQC, NHS England, and other regulatory standards through timely documentation and follow-up.
Assist with maintaining accurate HR records, staff appraisals, contracts, and schedules when required.

Person Specification

Essential:

· Proven experience as a Personal Assistant, Executive Assistant, or similar administrative role.
· Excellent verbal and written communication skills.
· Strong organisational and time management skills with the ability to prioritise effectively.
· High level of discretion and confidentiality.
· Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
· Ability to work independently and as part of a team.

Desirable:

Experience in a healthcare or GP Practice environment.
Familiarity with NHS systems and terminology.
Knowledge of GDPR and data protection principles in a healthcare setting.

Working Environment

This role is based within a fast-paced GP Practice environment and may require occasional flexibility in working hours. The post-holder will be expected to uphold the values of the Practice and contribute to a positive, professional, and inclusive working culture.

This list is not exhaustive and is merely a guide of the expected responsibilities.

Please note this position is for maternity cover only. The successful individual will have a Fixed-Term contract that is set to commence from the 1st of March 2026 for 12 months.

Working Pattern
Monday – Friday, 9am – 5pm

Job Types: Full-time, Temporary, Fixed term contract

Contract length: 12 months