HR and Finance Co-ordinator

Job description

Job responsibilities

KEY WORKING RELATIONSHIPS

• GP First Ltd Senior Management Team
• Staffordshire GPN Foundation School Director
• Staffordshire Training Hub Manager
• Programme Leads and Workforce Leads
• External training providers and placement organisations
• Accountants and finance representatives
• Primary Care Networks (PCNs)
• External employment advisors

DUTIES (which may include, and may not be limited to):

Human Resources and Workforce Administration

• Lead the HR administrative function, ensuring compliance with employment legislation and organisational policy.
• Manage end-to-end recruitment processes including advertising, shortlisting co-ordination, interview arrangements, pre-employment checks (including right to work, references, DBS), and onboarding.
• Issue contracts, offer letters and variation letters in line with employment legislation.
• Maintain accurate and confidential personnel records.
• Monitor sickness absence and annual leave in line with policy, escalating concerns appropriately.
• Support appraisal processes and maintain appraisal tracking systems.
• Co-ordinate induction programmes for new starters.
• Support leaver processes including exit documentation and asset recovery.
• Provide first-line HR advice to managers, liaising with external employment advisors where required.
• Contribute to workforce reporting including ARRS workforce claims submission.
• Maintain and regularly review policies and procedures to ensure they remain up to date, compliant with current legislation, and aligned with organisational best practice.

Finance & Resource Management

• Raise, process and reconcile invoices using internal accounting systems.
• Undertake monthly financial reporting and payment reconciliation.
• Maintain accurate financial records to support external accountants.
• Support financial year-end procedures, including preparation of documentation, reconciliation of accounts, and liaison with external accountants where required.
• Monitor income streams and undertake credit control to maintain organisational financial stability.
• Submit workforce claims and ensure accurate supporting documentation.
• Support budget monitoring activities.
• Administer online pension processes, including NHS Pension scheme administration, ensuring timely submissions and compliance with statutory and regulatory requirements.
• Manage stock, supplies and office resources within budgetary limits.

Governance & Quality Assurance

• Ensure administrative systems support regulatory and governance requirements.
• Maintain compliance documentation and audit trails.
• Support policy review cycles and documentation updates.
• Organise and service meetings including preparation of agendas, collation of papers, accurate minute-taking and action tracking.
• Maintain forward planner schedules and governance trackers.
• Ensure actions from meetings are documented and monitored through to completion.
• Undertake day-to-day CQC operational responsibilities, including maintaining Standard Operating Procedures (SOPs), monitoring ongoing compliance to ensure regulatory requirements are consistently met.

Placement Co-ordination and Apprenticeship Support

• Support co-ordination of multi-professional placements to meet agreed annual placement hour targets.
• Liaise with placement providers across healthcare sectors.
• Monitor and report placement hours to ensure learners meet required external placement requirements.
• Provide administrative support to apprenticeship programme delivery.
• Support financial monitoring and invoicing processes
• Executive and Strategic Administrative Support

• Provide high-level administrative support to the GPN Foundation School and programme leads.
• Co-ordinate recruitment, on-boarding and governance processes.
• Organise strategic meetings, conferences and events.
• Produce high-quality documentation including reports, spreadsheets, minutes and presentations.
• Maintain action logs and ensure timely follow-up of agreed actions.
• Support financial monitoring and invoicing processes.

Communication and Stakeholder Engagement

• Communicate effectively with internal and external stakeholders via telephone, email and face-to-face contact.
• Handle confidential and sensitive information with discretion and professionalism.
• Adapt communication style to meet the needs of diverse stakeholders.
• Foster collaborative working relationships across organisations.

Planning and Organisational Responsibilities

• Prioritise and manage competing workloads independently.
• Use sound judgement to escalate risks or issues appropriately.
• Maintain effective systems for tracking tasks, deadlines and compliance requirements.
• Identify opportunities to improve operational processes and efficiency.

Personal and Professional Development

• Participate in annual appraisal and personal development planning.
• Maintain compliance with statutory and mandatory training.
• Undertake continued professional development relevant to HR, finance and governance.
• Undertake additional responsibilities appropriate to the grade of the post.

Confidentiality

In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, colleagues and other healthcare workers. They will also have access to information relating to GP First Limited as a business organisation. All such information from any source is to be regarded as strictly confidential

Information relating to patients, carers, colleagues, other healthcare workers or the business of the organisation may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data

Handle confidential information in line with GDPR policies.

Health & Safety

Assist in promoting and maintaining their own and others health, safety and security as defined in the Health & Safety Policy, to include:

• Using personal security systems within the workplace according to guidelines
• Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
• Making effective use of training to update knowledge and skills
• Maintaining work areas in a tidy and safe way and free from hazards
• Reporting potential risks identified

Equality & Diversity

Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with procedures and policies, and current legislation

Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues

Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Person Specification

Knowledge

Essential

• Knowledge of employment legislation and HR best practice.
• Understanding of financial administration processes.
• Knowledge of confidentiality and data protection requirements.

Desirable

• Understanding of NHS or primary care workforce processes

Skills

Essential

• Excellent organisational and time management skills.
• Strong analytical and financial reconciliation skills.
• High level of IT proficiency including Microsoft Office (particularly Excel).
• Ability to produce high-quality written documentation.
• Ability to work autonomously within established procedures.
• Excellent interpersonal and stakeholder engagement and communications skills with the ability to interact at all levels, both written and verbally

Personal Attributes

Essential

• Professional integrity and discretion.
• Detail-oriented and results-driven.
• Proactive and solution-focused.
• Adaptable and resilient.
• Committed to operational excellence and people-focused service delivery.
• Full clean driving licence.

Qualifications

Essential

• Educated with Business and Administration Level 3 qualification.

Experience

Essential

• Significant experience (minimum 35 years) in HR and financial administration.
• Experience supporting governance processes and senior management.
• Experience of management including supervising or coordinating administrative staff

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

GP First Ltd

Address

Stafford Health & Wellbeing

Whitgreave Court

Stafford

Staffordshire

ST16 3EB

Employer's website

https://www.gpfirst.net/ (Opens in a new tab)