Business and Finance Assistant (Fixed-Term)
James Fisher Medical Centre is seeking a Business and Finance Assistant, for afixed-term period of around 13 months, to provide maternity cover. The role isresponsible for the efficient completion of business, financial and HRadministration, supporting the management team to complete work effectively andto the required standard. The ideal candidate will be comfortable carrying outa wide range of business and finance tasks and duties, will have experience ofsupporting HR administration and/or experience using an accounting package. Youmay have previous experience working as a secretary, PA or business assistanteither in the health care or private sector. If you are confident andunderstand the importance of governance, due diligence and professionalism,then you may be the ideal candidate.
Main duties of the job
Tobe responsible for the efficient management and completion of business,financial and HR administration, supporting the management team to runefficiently, ensuring all management administrative duties are performedeffectively and to the required standard, meeting the objectives of the managementteam.
About us
JamesFisher Medical Centre isa well-established and successful practice with 12,500 patients and is a partof the Bournemouth Central Primary Care Network.
Our teamincludes 5 GP partners, 4 Salaried GPs, Practice Nurses, Phlebotomists and Health CareAssistants all working alongside administrative and reception teams, as well as the primary care network staff.
The position is for between 22.5 and 25 hours per week, to include a Monday.
Job responsibilities
Management Administration and HR
Overseeing and completing management administrationtasks and duties.
Being a part of and supporting the managementteam to fulfil management and operational objectives.
Supporting staff recruitment and development bycompleting various HR processes efficiently and professionally, maintainingconfidentiality at all times.
Managing staff development and trainingrecords, sourcing and arranging training when necessary to support thecompletion of routine and mandatory training within the practice.
Supporting the Practice Manager and HR managerwith the reviews and updating of administrative policies and procedures asrequired.
Contributing to and supporting the managementteam in the production of practice reports, development plans, etc.
Develop, implement and embed efficientprocesses and procedures.
Prepare management correspondence on behalf ofthe practice manager and management team.
Support the practice manager with preparationfor practice meetings.
Coordinate and produce meeting agendas.
Prepare and distribute minutes of meetings.
Acknowledging complaints in line with thepractice complaints process.
Support the collation of data and informationto support the successful management of complaints, significant learning eventsand quality improvement.
Update and maintain management plans and actiontrackers, liaising with relevant colleagues as necessary.
Managing sickness and absence records
Scheduling meetings and supporting theadministration of the probation process and
Supporting the Practice Manager and HR Managerin all other admin tasks, as
reasonably required
Finance
Updating the electronic accounts system ensuringthat all transactions are accurately recorded and coded.
Log invoices, payments and income, maintainingan effective records system to support the management team.
Liaison with suppliers and managing generalaccounts queries, escalating to the practice manager when required.
Reconciling practice accounts, bank statementsand income statements.
Completing monthly payroll tasks when required.
Liaison with the practices accountant whenrequired, in collaboration with the practice manager.
Gathering data, completing and submittingclaims in a timely manner, to support practice income.
Using the electronic accounts system to prepareand send monthly and periodic invoices.
Use of the practice clinical system to preparereports and obtain data to submit for practice claims.
Completion and submission of periodic financeclaims, using reports and clinical system data to provide accurate information.
Submit monthly and periodic reimbursementclaims to the commissioner.
Support the practice manager to ensure thetimely and accurate receipt of income related to claims and reimbursements.
Carry out weekly and periodic checks andmaintaining accurate records and logs. Overseeand participate in premises assessments and audits.
Develop and maintain accurate premises records,ensuring contracts, correspondence, audits etc, are stored electronically andin hard copy when necessary.
Arranging routine and ad-hoc maintenance, liaisingwith practice contractors as required.
Liaison with the cleaning contractor to manageand resolve issues.
Overseeing minor premises projects and repairs,as directed by the practice manager.
Provide premises updates to the managementteam, when required.
Person Specification
Experience
* Experience of working with the general public
* Demonstrable experience of completing general finance or management accounting duties including use of a professional accounts package
* Experience of completing management level administration including preparing business correspondence and/or minutes
* Experience of completing HR administration and processes
* Experience of premises management and/or completing health and safety duties
* Experience of working in a health care setting
* Experience of leading / managing a team
* Experience of staff appraisal and/or staff development
Qualifications
* Educated to A-level / equivalent or higher, with relevant experience
* GCSE English and Maths (C or above)
* AMSPAR Qualification
* Leadership and / or Management Qualification
Skills and Knowledge
* Excellent communication skills (written and oral).
* Ability to organise and prioritise workload to fulfil a wide range of business and finance tasks in a timely manner.
* Clear, polite telephone manner.
* Competent in the use of Office and Outlook.
* Effective time management (Planning & Organising).
* Ability to work both as a team member and autonomously.
* Strong interpersonal skills.
* Problem solving & analytical skills.
* Demonstrable ability to follow policy and procedure.
* Knowledge of employment law and HR recruitment processes.
* Knowledge of health and safety legislation and requirements.
Personal Qualities
* Polite and confident
* Flexible and cooperative
* Motivated
* Initiative and judgement (knowing when to ask for help)
* Forward thinker
* High levels of integrity and loyalty
* Sensitive and empathetic in distressing situations
* Ability to work under pressure
Other Requirements
* Flexibility to work outside of core office hours.
* Maintains confidentiality at all times.
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.
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