• Job Description

  Req#: A2466-25-0005?language=en&page=840&sort=publicationDateDesc

  Job summary

  We are seeking a proactive, organised and highly efficient personal assistant to support our management team and GP Partners. This is a vital role ensuring smooth day-to-day operations through effective administration and excellent communication skills. The successful candidate will support to maintain practice efficiency by handling a variety of administrative tasks enabling the practice management team to focus on delivering exceptional patient care and maintaining high operational standards.

  The role will require you to work closely with colleagues across all areas of the practice including GPs, practice nurses, administrative and reception teams as well as liaising with a range of external organisations, such as NHS bodies, secondary care providers, and local community services.

  You will manage complex diaries, coordinate meetings, prepare correspondence, and deal with incoming queries professionally and efficiently. Given the busy and dynamic nature of primary care, you will need to be highly organised, adaptable, and able to work calmly under pressure while always maintaining strict confidentiality.

  The successful candidate will demonstrate a strong sense of initiative, attention to detail, and the ability to manage multiple priorities and deadlines. This is an ideal role for someone who enjoys a fast-paced environment and is committed to supporting the team to achieve the best possible outcomes for our patients and the smooth day-to-day running of the practice.

  Main duties of the job

  • Provide dedicated administrative and secretarial support Practice Management Team & GP Partners.
  • Manage and maintain diaries, scheduling appointments, meetings, and events efficiently.
  • Prepare agendas, papers, and take accurate minutes at practice and team meetings, ensuring follow-up on action points.
  • Draft, format, and proofread correspondence, reports, presentations, and other key practice documents.
  • Handle incoming phone calls, emails, and post, responding promptly and professionally or redirecting as appropriate.
  • Liaise with NHS bodies, secondary care providers, community services, and other stakeholders on behalf of the practice.
  • Maintain and organise confidential files and records, ensuring compliance with data protection and confidentiality guidelines.
  • Support HR administration processes, including recruitment paperwork, training records, and staff files.
  • Coordinate practice-wide administrative tasks, including stationery supplies, equipment maintenance, and room bookings.
  • Assist in the implementation of new practice policies, protocols, and initiatives as required.
  • Work collaboratively with the wider administrative and clinical teams to ensure the smooth running of day-to-day practice operations.
  • Support with the onboarding of new staff, managing DBS records and induction plans.
  • Undertake any other administrative duties commensurate with the level of the role as requested by senior management.

  About us

  High Street Surgery is a well-established, forward-thinking GP practice delivering high-quality care to a diverse patient population of approximately 12,000. We are a proud training practice, actively involved in the development of future GPs and healthcare professionals through our supportive, education-focused environment.

  We are pleased to hold a Good rating from the Care Quality Commission (CQC), reflecting our commitment to safe, effective, and responsive care. This rating is a testament to our high standards and patient-first approach.

  Our practice is built on a foundation of positive culture and teamwork. We promote an inclusive, respectful, and collaborative working environment where staff are supported, valued, and encouraged to grow professionally. Open communication, shared learning, and staff wellbeing are central to how we operate day to day. High Street Surgery employs 38 staff members including both clinical and non clinical staff.

  With a wide range of services including chronic disease management, preventative care, minor surgery, and health promotion, The Surgery is dedicated to delivering compassionate, evidence-based care that meets the needs of our community.

  Details

  Date posted

  23 June 2025

  Pay scheme

  Other

  Salary

  Depending on experience

  Contract

  Permanent

  Working pattern

  Full-time, Flexible working

  Reference number

  A2466-25-0005

  Job locations

  High Street

  Lowestoft

  Suffolk

  NR32 1JE

  
  

  Job description

  Job responsibilities

  Provide complex diary management, arranging of meetings, appointments, and interviews as required.

  To prepare and type agendas and take, type and distribute minutes of meetings.

  To be responsible for the preparation and circulation of meeting information and agendas.

  Maintain and develop a variety of systems to effectively manage workloads.

  To provide administrative support for booking of rooms and arranging meetings, including the preparation of meetings, event planning and organising.

  To maintain internal filing systems aligned in accordance to the non clinical records management.

  Answer the telephone when PM absent from desk, passing on clear messages and information

  Manage GP Net planning appraisals, HR checks. Meetings/risk assessments/policies.

  Organising and liaising with Patient Participation Group.

  To maintain and organise internal databases

  To order and maintain equipment stocks, to check, prepare for authorisation and distribute equipment orders.

  General administration details such as shared responsibility for the collection and distribution of all post, send and receive emails and photocopying.

  Receiving and greeting visitors.

  To work as part of a team and closely with Practice Administrator to support in times of absence.

  Any other duties which may reasonable be required from time to time.

  Job description

  Job responsibilities

  Provide complex diary management, arranging of meetings, appointments, and interviews as required.

  To prepare and type agendas and take, type and distribute minutes of meetings.

  To be responsible for the preparation and circulation of meeting information and agendas.

  Maintain and develop a variety of systems to effectively manage workloads.

  To provide administrative support for booking of rooms and arranging meetings, including the preparation of meetings, event planning and organising.

  To maintain internal filing systems aligned in accordance to the non clinical records management.

  Answer the telephone when PM absent from desk, passing on clear messages and information

  Manage GP Net planning appraisals, HR checks. Meetings/risk assessments/policies.

  Organising and liaising with Patient Participation Group.

  To maintain and organise internal databases

  To order and maintain equipment stocks, to check, prepare for authorisation and distribute equipment orders.

  General administration details such as shared responsibility for the collection and distribution of all post, send and receive emails and photocopying.

  Receiving and greeting visitors.

  To work as part of a team and closely with Practice Administrator to support in times of absence.

  Any other duties which may reasonable be required from time to time.

  Person Specification

  Qualifications

  Essential

  • GCSEs (or equivalent) in English and Mathematics at Grade C/4 or above.
  • Proven administrative or secretarial qualification (e.g. NVQ Level 3 in Business Administration, Level 3 Diploma in Secretarial Studies, or similar), or equivalent relevant experience.
  • Competent in the use of IT systems including Microsoft Office (Word, Excel, Outlook, PowerPoint).
  • Excellent written and verbal communication skills.
  • Demonstrable experience of working in a confidential environment, with an understanding of data protection and confidentiality requirements.

  Desirable

  • Experience of working in a healthcare or NHS setting.
  • Familiarity with clinical IT systems e.g. SystmOne.
  • Training in minute-taking or diary management.

  Person Specification

  Qualifications

  Essential

  • GCSEs (or equivalent) in English and Mathematics at Grade C/4 or above.
  • Proven administrative or secretarial qualification (e.g. NVQ Level 3 in Business Administration, Level 3 Diploma in Secretarial Studies, or similar), or equivalent relevant experience.
  • Competent in the use of IT systems including Microsoft Office (Word, Excel, Outlook, PowerPoint).
  • Excellent written and verbal communication skills.
  • Demonstrable experience of working in a confidential environment, with an understanding of data protection and confidentiality requirements.

  Desirable

  • Experience of working in a healthcare or NHS setting.
  • Familiarity with clinical IT systems e.g. SystmOne.
  • Training in minute-taking or diary management.

  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.

  Employer details

  Employer name

  High Street Surgery

  Address

  High Street

  Lowestoft

  Suffolk

  NR32 1JE

  
  

  Employer's website

  https://highstreetsurgerylowestoft.nhs.uk/ (Opens in a new tab)

  Employer details

  Employer name

  High Street Surgery

  Address

  High Street

  Lowestoft

  Suffolk

  NR32 1JE

  
  

  Employer's website

  https://highstreetsurgerylowestoft.nhs.uk/ (Opens in a new tab)

• About the company

  National Health Service (NHS) is the umbrella term for the publicly-funded healthcare systems of the United Kingdom (UK). The founding principles were that services should be comprehensive, universal and free at the point of delivery—a health service based on clinical need, not ability to pay. Each service provides a comprehensive range of health services, free at the point of use for people ordinarily resident in the United Kingdom apart from dental treatment and optical care.

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