Personal Assistant to the Practice Manager

The Personal Assistant to the Practice Manager will provide administrative, organisational and project support to the Practice Manager, helping to keep management tasks, records, meetings, deadlines and priorities organised and progressing. The following are the core responsibilities of the role. There may, on occasion, be a requirement to carry out other tasks appropriate to the post, depending on workload and practice needs. Administrative and PA SupportThe postholder will: • Provide direct PA and administrative support to the Practice Manager • Help organise tasks, reminders, documents, deadlines and priorities • Support diary organisation and meeting arrangements where required • Prepare, type and format letters, reports, forms, templates and staff communications • Complete forms and documents using information provided by the Practice Manager • Maintain spreadsheets, trackers, logs, records and action lists • Keep electronic and paper folders organised and up to date • Chase information, paperwork or updates when requested • Handle confidential and sensitive information appropriately Meeting, Planning and Project SupportThe postholder will: • Prepare agendas, meeting papers, minutes and action logs • Take and transcribe meeting notes, voice notes or handwritten notes • Track agreed actions and follow up with staff when requested • Support forward planning by helping to maintain work plans, trackers and deadlines • Assist with project coordination, improvement work and change-related administration • Gather information to support reports, reviews, audits, inspections or practice planning • Help prepare staff guidance, process notes, checklists and communication documents • Support the organisation of evidence, updates and records for practice priorities Final decisions and accountability will remain with the Practice Manager and GP Partners. Performance Management Administration SupportThe postholder may support the Practice Manager by: • Preparing paperwork for supervision, appraisal, probation or performance review meetings • Maintaining trackers for appraisals, probation reviews, training, supervision or agreed actions • Recording agreed actions from meetings where appropriate • Supporting the organisation of staff records and evidence • Preparing templates, letters or forms using information provided by the Practice Manager The postholder will not be responsible for making performance management decisions, managing staff or conducting formal HR processes independently. Stock, Ordering and Office AdministrationThe postholder will: • Assist with checking and recording stock levels • Place orders for office, clinical and general practice supplies when requested • Liaise with suppliers about orders, deliveries, missing items or stock queries • Keep ordering records, delivery notes and stock trackers up to date • Escalate stock shortages, delays or concerns to the Practice Manager • Support general office administration tasks as required The postholder will not be responsible for authorising expenditure unless agreed by the Practice Manager. Document and Records SupportThe postholder will: • Help prepare, update and format practice documents, templates, forms and trackers • Save and file documents using agreed naming and filing systems • Maintain organised records, files and evidence folders • Assist with scanning, printing, copying and filing where required • Maintain confidentiality when handling staff, patient or practice information General ResponsibilitiesThe postholder will: • Liaise professionally with staff, suppliers, contractors and external organisations • Support with arranging meetings, visits, training sessions or staff events • Follow practice policies and procedures • Maintain safe, tidy and effective working areas • Support equality, diversity, inclusion and confidentiality at all times • Participate in training, supervision, appraisal and development appropriate to the role • Communicate clearly and escalate concerns appropriately • Undertake any other delegated administrative duties appropriate to the post Job description Job responsibilities The Personal Assistant to the Practice Manager will provide administrative, organisational and project support to the Practice Manager, helping to keep management tasks, records, meetings, deadlines and priorities organised and progressing. The following are the core responsibilities of the role. There may, on occasion, be a requirement to carry out other tasks appropriate to the post, depending on workload and practice needs. Administrative and PA SupportThe postholder will: • Provide direct PA and administrative support to the Practice Manager • Help organise tasks, reminders, documents, deadlines and priorities • Support diary organisation and meeting arrangements where required • Prepare, type and format letters, reports, forms, templates and staff communications • Complete forms and documents using information provided by the Practice Manager • Maintain spreadsheets, trackers, logs, records and action lists • Keep electronic and paper folders organised and up to date • Chase information, paperwork or updates when requested • Handle confidential and sensitive information appropriately Meeting, Planning and Project SupportThe postholder will: • Prepare agendas, meeting papers, minutes and action logs • Take and transcribe meeting notes, voice notes or handwritten notes • Track agreed actions and follow up with staff when requested • Support forward planning by helping to maintain work plans, trackers and deadlines • Assist with project coordination, improvement work and change-related administration • Gather information to support reports, reviews, audits, inspections or practice planning • Help prepare staff guidance, process notes, checklists and communication documents • Support the organisation of evidence, updates and records for practice priorities Final decisions and accountability will remain with the Practice Manager and GP Partners. Performance Management Administration SupportThe postholder may support the Practice Manager by: • Preparing paperwork for supervision, appraisal, probation or performance review meetings • Maintaining trackers for appraisals, probation reviews, training, supervision or agreed actions • Recording agreed actions from meetings where appropriate • Supporting the organisation of staff records and evidence • Preparing templates, letters or forms using information provided by the Practice Manager The postholder will not be responsible for making performance management decisions, managing staff or conducting formal HR processes independently. Stock, Ordering and Office AdministrationThe postholder will: • Assist with checking and recording stock levels • Place orders for office, clinical and general practice supplies when requested • Liaise with suppliers about orders, deliveries, missing items or stock queries • Keep ordering records, delivery notes and stock trackers up to date • Escalate stock shortages, delays or concerns to the Practice Manager • Support general office administration tasks as required The postholder will not be responsible for authorising expenditure unless agreed by the Practice Manager. Document and Records SupportThe postholder will: • Help prepare, update and format practice documents, templates, forms and trackers • Save and file documents using agreed naming and filing systems • Maintain organised records, files and evidence folders • Assist with scanning, printing, copying and filing where required • Maintain confidentiality when handling staff, patient or practice information General ResponsibilitiesThe postholder will: • Liaise professionally with staff, suppliers, contractors and external organisations • Support with arranging meetings, visits, training sessions or staff events • Follow practice policies and procedures • Maintain safe, tidy and effective working areas • Support equality, diversity, inclusion and confidentiality at all times • Participate in training, supervision, appraisal and development appropriate to the role • Communicate clearly and escalate concerns appropriately • Undertake any other delegated administrative duties appropriate to the post