Personal Assistant & Business Support Officer
Posted 16 hours 44 minutes ago by NHS
Permanent
Part Time
Secretarial & PA Jobs
London, United Kingdom
Job Description
Personal Assistant & Business Support Officer Personal Assistant & Business Support Officer - a brand new post created as our team continues to grow.
We're looking for an organised, numerate and discreet professional to provide dedicated support to our Practice Manager, who also holds PCN and Neighbourhood Manager responsibilities across multiple partner organisations. This is a varied role that goes beyond traditional PA duties - alongside diary and inbox management, you'll take genuine ownership of spreadsheets, claims and monthly reporting, helping to keep our finances and data accurate and our organisation running smoothly.
This is a part time role at 22.5 hours (3 days) per week, offered as a 12 month fixed term with a view to becoming permanent once we've been able to demonstrate the impact of the post.
The role is largely remote, with occasional in person attendance required for meetings and anchor days at our Golders Green site. We offer flexible working hours to fit around the role's requirements, access to the NHS Pension Scheme, and a supportive management team invested in your development.
If you're proactive, confident with Excel, and enjoy variety in your work, we'd love to hear from you.
Main duties of the job As Personal Assistant & Business Support Officer, your main duties will include:
About us Founded in 1940, The is a caring GP Practice in the heart of Golders Green with around 11,000 patients and growing. Consistently Good ratings in all five areas rated by CQC (the Care Quality Commission) and a 4.4 star Google rating indicate the firm foundations of the practice's exceptional organisation and efficiency.
There are excellent transport links and we are a ten minute walk from Golders Green and Brent Cross underground stations (Northern Line).
Our team is growing, and so is our ambition. We're investing in becoming a paperless practice and are actively exploring AI and automation to reduce administrative burden and free up more time for patient care - this is an exciting time to join us as we shape what that looks like in practice.
All clinical and administrative staff are encouraged to develop professionally and there are always opportunities for career development emerging within the practice, and in our wider Primary Care Network.
We have a friendly team philosophy. We respect, listen to and value all members of staff as we understand that everyone has a vital role to play in our organisation.
We are committed to providing safe and effective care to an extremely high quality for our community.
Job responsibilities Job summary
This is a varied support role combining traditional PA duties with a strong financial administration and data/reporting focus. The post holder will provide dedicated support to a manager who holds combined responsibility for a GP practice, a Primary Care Network, and a Neighbourhood Team, working across multiple partner organisations.
The role requires someone who is equally comfortable managing a diary and drafting minutes as they are reconciling a spreadsheet, submitting a claim, or building a report. Confidence and accuracy in Excel is essential, as the post holder will be expected to maintain and improve existing spreadsheets and monitoring tools, not just populate them.
As the role involves access to financial, organisational, and potentially patient related confidential information across several organisations, the post holder must maintain the highest standards of confidentiality, discretion, and integrity at all times.
Key responsibilities
Diary, correspondence and inbox management
Manage the manager's diary, proactively resolving scheduling conflicts and prioritising competing demands across the different organisations supported.
Monitor and manage the manager's email inbox, triaging, flagging, and responding to routine correspondence where appropriate, and escalating time sensitive items.
Draft, format and proofread correspondence, reports and other documents on the manager's behalf.
Provide support with personal diary coordination - including appointments and personal errands - alongside the manager's professional schedule.
Meetings, agendas and minutes
Schedule internal and external meetings across partner organisations, including booking rooms/virtual platforms and coordinating attendee availability.
Prepare agendas in advance of meetings, liaising with attendees to gather agenda items.
Take accurate minutes/notes, track actions to completion, and circulate outputs in a timely manner.
Financial administration, claims and bookkeeping
Maintain and reconcile spreadsheets relating to claims, invoices and other financial transactions across the organisations supported.
Prepare and submit claims for reimbursement and other financial assurance returns accurately and within deadlines (e.g. PCN, ICB or NHS England claims processes).
Undertake day to day bookkeeping tasks, maintaining clear and auditable financial records.
Flag discrepancies, anomalies or risks in financial data promptly to the manager.
Data, reporting and monitoring
Design, build and improve Excel spreadsheets and monitoring tools to strengthen existing reporting and assurance mechanisms.
Prepare monthly datasets and reports on organisational activity for internal and external stakeholders.
Support the tracking of performance against key metrics and targets, highlighting trends or areas of concern.
Ensure data is handled accurately, consistently and in line with information governance requirements.
General business support
Act as a point of contact for internal and external stakeholders, including NHS England, the ICB, and other partner organisations, in the absence of the manager.
Maintain accurate filing, record keeping and document version control across the organisations supported.
Support the updating and version control of organisational policies and procedures.
Support the coordination of training sessions and outreach activity, including liaison with partner organisations.
Undertake other duties commensurate with the role and level of responsibility, as reasonably required.
Generic responsibilities
All staff are expected to uphold the following standards, applicable across all organisations supported by this post:
Confidentiality and information governance
The post holder will have access to sensitive financial, organisational and potentially patient identifiable information across multiple organisations. All such information must be treated as strictly confidential and handled in accordance with data protection legislation, Caldicott principles, and each organisation's information governance policies.
Equality, diversity and inclusion
All staff must treat colleagues, patients and members of the public fairly and with respect, and must not discriminate on the grounds of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, or sexual orientation.
Health, safety and safeguarding
The post holder must comply with relevant health and safety legislation and organisational policies, and must be aware of their duties and responsibilities in relation to safeguarding adults and children, escalating any concerns appropriately.
Quality and continuous improvement
The post holder is expected to contribute to a culture of continuous improvement, identifying opportunities to streamline processes and improve the quality and accuracy of financial and reporting systems.
Training and development
The post holder will be required to undertake all mandatory training and induction as directed, and to maintain and develop their skills - particularly in Excel and financial administration - appropriate to the role.
Person Specification Qualifications
We're looking for an organised, numerate and discreet professional to provide dedicated support to our Practice Manager, who also holds PCN and Neighbourhood Manager responsibilities across multiple partner organisations. This is a varied role that goes beyond traditional PA duties - alongside diary and inbox management, you'll take genuine ownership of spreadsheets, claims and monthly reporting, helping to keep our finances and data accurate and our organisation running smoothly.
This is a part time role at 22.5 hours (3 days) per week, offered as a 12 month fixed term with a view to becoming permanent once we've been able to demonstrate the impact of the post.
The role is largely remote, with occasional in person attendance required for meetings and anchor days at our Golders Green site. We offer flexible working hours to fit around the role's requirements, access to the NHS Pension Scheme, and a supportive management team invested in your development.
If you're proactive, confident with Excel, and enjoy variety in your work, we'd love to hear from you.
Main duties of the job As Personal Assistant & Business Support Officer, your main duties will include:
- Managing the manager's diary and email inbox, prioritising competing demands across multiple organisations
- Scheduling internal and external meetings, preparing agendas and producing accurate minutes
- Maintaining and reconciling spreadsheets relating to claims, invoices and other financial transactions
- Preparing and submitting claims for reimbursement and other financial assurance returns
- Undertaking day to day bookkeeping tasks and maintaining clear, auditable financial records
- Building and improving Excel spreadsheets and monitoring tools to strengthen our reporting and assurance mechanisms
- Preparing monthly datasets and reports on organisational activity for internal and external stakeholders
- Acting as a point of contact for external stakeholders, including the ICB and NHS England, in the manager's absence
- Supporting the coordination of training and outreach activity with partner organisations
About us Founded in 1940, The is a caring GP Practice in the heart of Golders Green with around 11,000 patients and growing. Consistently Good ratings in all five areas rated by CQC (the Care Quality Commission) and a 4.4 star Google rating indicate the firm foundations of the practice's exceptional organisation and efficiency.
There are excellent transport links and we are a ten minute walk from Golders Green and Brent Cross underground stations (Northern Line).
Our team is growing, and so is our ambition. We're investing in becoming a paperless practice and are actively exploring AI and automation to reduce administrative burden and free up more time for patient care - this is an exciting time to join us as we shape what that looks like in practice.
All clinical and administrative staff are encouraged to develop professionally and there are always opportunities for career development emerging within the practice, and in our wider Primary Care Network.
We have a friendly team philosophy. We respect, listen to and value all members of staff as we understand that everyone has a vital role to play in our organisation.
We are committed to providing safe and effective care to an extremely high quality for our community.
Job responsibilities Job summary
This is a varied support role combining traditional PA duties with a strong financial administration and data/reporting focus. The post holder will provide dedicated support to a manager who holds combined responsibility for a GP practice, a Primary Care Network, and a Neighbourhood Team, working across multiple partner organisations.
The role requires someone who is equally comfortable managing a diary and drafting minutes as they are reconciling a spreadsheet, submitting a claim, or building a report. Confidence and accuracy in Excel is essential, as the post holder will be expected to maintain and improve existing spreadsheets and monitoring tools, not just populate them.
As the role involves access to financial, organisational, and potentially patient related confidential information across several organisations, the post holder must maintain the highest standards of confidentiality, discretion, and integrity at all times.
Key responsibilities
Diary, correspondence and inbox management
Manage the manager's diary, proactively resolving scheduling conflicts and prioritising competing demands across the different organisations supported.
Monitor and manage the manager's email inbox, triaging, flagging, and responding to routine correspondence where appropriate, and escalating time sensitive items.
Draft, format and proofread correspondence, reports and other documents on the manager's behalf.
Provide support with personal diary coordination - including appointments and personal errands - alongside the manager's professional schedule.
Meetings, agendas and minutes
Schedule internal and external meetings across partner organisations, including booking rooms/virtual platforms and coordinating attendee availability.
Prepare agendas in advance of meetings, liaising with attendees to gather agenda items.
Take accurate minutes/notes, track actions to completion, and circulate outputs in a timely manner.
Financial administration, claims and bookkeeping
Maintain and reconcile spreadsheets relating to claims, invoices and other financial transactions across the organisations supported.
Prepare and submit claims for reimbursement and other financial assurance returns accurately and within deadlines (e.g. PCN, ICB or NHS England claims processes).
Undertake day to day bookkeeping tasks, maintaining clear and auditable financial records.
Flag discrepancies, anomalies or risks in financial data promptly to the manager.
Data, reporting and monitoring
Design, build and improve Excel spreadsheets and monitoring tools to strengthen existing reporting and assurance mechanisms.
Prepare monthly datasets and reports on organisational activity for internal and external stakeholders.
Support the tracking of performance against key metrics and targets, highlighting trends or areas of concern.
Ensure data is handled accurately, consistently and in line with information governance requirements.
General business support
Act as a point of contact for internal and external stakeholders, including NHS England, the ICB, and other partner organisations, in the absence of the manager.
Maintain accurate filing, record keeping and document version control across the organisations supported.
Support the updating and version control of organisational policies and procedures.
Support the coordination of training sessions and outreach activity, including liaison with partner organisations.
Undertake other duties commensurate with the role and level of responsibility, as reasonably required.
Generic responsibilities
All staff are expected to uphold the following standards, applicable across all organisations supported by this post:
Confidentiality and information governance
The post holder will have access to sensitive financial, organisational and potentially patient identifiable information across multiple organisations. All such information must be treated as strictly confidential and handled in accordance with data protection legislation, Caldicott principles, and each organisation's information governance policies.
Equality, diversity and inclusion
All staff must treat colleagues, patients and members of the public fairly and with respect, and must not discriminate on the grounds of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, or sexual orientation.
Health, safety and safeguarding
The post holder must comply with relevant health and safety legislation and organisational policies, and must be aware of their duties and responsibilities in relation to safeguarding adults and children, escalating any concerns appropriately.
Quality and continuous improvement
The post holder is expected to contribute to a culture of continuous improvement, identifying opportunities to streamline processes and improve the quality and accuracy of financial and reporting systems.
Training and development
The post holder will be required to undertake all mandatory training and induction as directed, and to maintain and develop their skills - particularly in Excel and financial administration - appropriate to the role.
Person Specification Qualifications
- Good standard of general education, including GCSE (or equivalent) Maths and English at Grade C/4 or above
- Recognised qualification in business administration, PA/secretarial skills, or equivalent experience
- Recognised bookkeeping, accounting or finance qualification (e.g. AAT), or experience handling small business finances
- Strong working knowledge of Microsoft Excel . click apply for full job details