Business and Finance Assistant (Fixed-Term)

Job description

Job responsibilities

Management Administration and HR

Overseeing and completing management administration tasks and duties.

Being a part of and supporting the management team to fulfil management and operational objectives.

Supporting staff recruitment and development by completing various HR processes efficiently and professionally, maintaining confidentiality at all times.

Managing staff development and training records, sourcing and arranging training when necessary to support the completion of routine and mandatory training within the practice.

Supporting the Practice Manager and HR manager with the reviews and updating of administrative policies and procedures as required.

Contributing to and supporting the management team in the production of practice reports, development plans, etc.

Develop, implement and embed efficient processes and procedures.

Prepare management correspondence on behalf of the practice manager and management team.

Support the practice manager with preparation for practice meetings.

Coordinate and produce meeting agendas.

Prepare and distribute minutes of meetings.

Acknowledging complaints in line with the practice complaints process.

Support the collation of data and information to support the successful management of complaints, significant learning events and quality improvement.

Update and maintain management plans and action trackers, liaising with relevant colleagues as necessary.

Managing sickness and absence records

Scheduling meetings and supporting the administration of the probation process and

annual appraisal programme.

Supporting the Practice Manager and HR Manager in all other admin tasks, as

reasonably required

Finance

Updating the electronic accounts system ensuring that all transactions are accurately recorded and coded.

Log invoices, payments and income, maintaining an effective records system to support the management team.

Liaison with suppliers and managing general accounts queries, escalating to the practice manager when required.

Reconciling practice accounts, bank statements and income statements.

Completing monthly payroll tasks when required.

Liaison with the practices accountant when required, in collaboration with the practice manager.

Gathering data, completing and submitting claims in a timely manner, to support practice income.

Using the electronic accounts system to prepare and send monthly and periodic invoices.

Use of the practice clinical system to prepare reports and obtain data to submit for practice claims.

Completion and submission of periodic finance claims, using reports and clinical system data to provide accurate information.

Submit monthly and periodic reimbursement claims to the commissioner.

Support the practice manager to ensure the timely and accurate receipt of income related to claims and reimbursements.

Premises

Carry out weekly and periodic checks and maintaining accurate records and logs. Oversee and participate in premises assessments and audits.

Develop and maintain accurate premises records, ensuring contracts, correspondence, audits etc, are stored electronically and in hard copy when necessary.

Arranging routine and ad-hoc maintenance, liaising with practice contractors as required.

Liaison with the cleaning contractor to manage and resolve issues.

Overseeing minor premises projects and repairs, as directed by the practice manager.

Provide premises updates to the management team, when required.

Person Specification

Experience

Essential

• 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

Desirable

• 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

Essential

• Educated to A-level / equivalent or higher, with relevant experience
• GCSE English and Maths (C or above)

Desirable

• AMSPAR Qualification
• Leadership and / or Management Qualification

Skills and Knowledge

Essential

• Excellent communication skills (written and oral).
• Strong IT skills (generic).
• 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.

Desirable

• Knowledge of employment law and HR recruitment processes.
• Knowledge of health and safety legislation and requirements.
• EMIS / Systmone / Vision user skills.

Personal Qualities

Essential

• 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

Essential

• Flexibility to work outside of core office hours.
• Disclosure Barring Service (DBS) check.
• 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.

Employer details

Employer name

James Fisher Medical Centre

Address

4 Tolpuddle Gardens

Bournemouth

Dorset

BH9 3LQ

Employer's website

https://www.jfmc.co.uk/ (Opens in a new tab)