Role Summary
The Practice Management Assistant will support the Practice Manager with the day-to-day administration and smooth running of the practice.
This is a varied role covering general administration, staff records, recruitment support, training records, meeting preparation, policies, absence recording, and other practice management tasks.
The post holder will help keep information organised, support staff processes, and make sure routine practice management jobs are completed accurately and on time.
Main Duties and Responsibilities
1. General Practice Management Support
- Support the Practice Manager with administrative tasks, projects, systems and procedures.
- Help keep practice records, staff information and management documents up to date.
- Assist with diary management, meetings, agendas and minute taking.
- Help prepare staff communications, newsletters or updates when required.
- Support the Practice Manager with delegated tasks to help the practice run efficiently.
- Assist with updating practice policies, procedures and staff information.
2. HR and Staff Administration
- Help maintain staff files and HR records.
- Support recruitment administration, including interview arrangements, pre-employment checks and new starter paperwork.
- Assist with induction arrangements for new staff.
- Help keep records of contracts, job descriptions, contract changes and staff details.
- Support the Practice Manager with probation, appraisal and leaver paperwork.
- Keep accurate records of staff holidays, sickness absence and return-to-work information.
- Help monitor mandatory training and staff compliance records.
3. Training and Compliance
- Help keep training records up to date.
- Chase staff for outstanding training where needed.
- Support the Practice Manager with safeguarding, CQC and other compliance checks.
- Assist with keeping staff acknowledgements of policies and training up to date.
- Help maintain information on TeamNet or other practice systems if used.
4. Meetings and Communication
- Arrange internal meetings when required.
- Prepare agendas and take minutes.
- Share meeting notes and action points.
- Help improve communication across the practice.
- Act as a helpful point of contact for routine staff queries, passing more complex matters to the Practice Manager.
5. Research
- Support the Research Lead, liaising with third parties.
- Identify Trial Candidates, run database searches to find patients who meet clinical trial criteria.
- Coordinate Patient Invites, send invitations and information leaflets to eligible patients via SMS or post.
6. IT, Website and Systems Support
- Help update the practice website or staff intranet where appropriate.
- Support basic local IT coordination, such as logging issues or helping staff find the right support route.
- Maintain simple records such as equipment lists, staff lists, training trackers and absence logs.
- Help ensure practice information is accurate and easy to find.
7. Health, Safety and Premises Support
- Assist with health and safety, fire safety and premises administration.
- Help keep risk assessment records and audit paperwork up to date.
- Assist with arranging checks such as equipment servicing or calibration where required.
- Report any concerns about safety, security or premises to the Practice Manager.
General Responsibilities
All staff are expected to:
- Maintain patient and staff confidentiality at all times.
- Follow practice policies and procedures.
- Treat patients, colleagues and visitors with dignity and respect.
- Support equality, diversity and inclusion.
- Complete mandatory training.
- Work as part of the wider practice team.
- Take reasonable care of health and safety at work.
- Support a positive and professional working environment.
Person Specification
Essential
- Good standard of written and spoken English.
- Good IT skills, including Microsoft Office or similar systems.
- Able to keep accurate records.
- Organised and able to prioritise work.
- Good communication skills.
- Able to work confidentially and sensitively.
- Friendly, professional and approachable.
- Able to work as part of a team.
- Willing to learn and take on a variety of tasks.
- Reliable and punctual.
Desirable
- Experience of working in a GP practice, NHS or healthcare setting.
- Experience with staff administration or HR paperwork.
- Experience of taking minutes or arranging meetings.
- Knowledge of TeamNet, SystmOne or similar systems.
- Understanding of NHS training, compliance or CQC requirements.
Overall Purpose of the Role
To provide practical administrative support to the Practice Manager so that staff records, training, meetings, HR processes, policies and general practice management tasks are well organised, accurate and kept up to date.
The role is designed to support the management function of the practice, not replace the Practice Manager.
Pay: £12.85-£14.00 per hour
Benefits:
- Company pension
- Free parking
- Health & wellbeing programme
- On-site parking
Ability to commute/relocate:
- Thirsk YO7 1LG: reliably commute or plan to relocate before starting work (required)
Education:
- A-Level or equivalent (preferred)
Language:
- Fluent English (required)
Work authorisation:
- United Kingdom (required)
Work Location: In person
