Job Description

Company Overview

Lordswood Medical Practice is a dynamic and forward-thinking healthcare provider, part of a collaborative network dedicated to delivering exceptional patient care. Our team comprises experienced healthcare professionals and administrative staff committed to fostering a supportive environment for both staff and patients.

Job summary:

The role of the HR and Finance Administrator are interconnected, with both positions focusing on maintaining organisational efficiency and compliance. The role-holder will handle both employee and financial management related administration and work confidentially alongside the Practice Director & GP Partners.

Job summary:

Reporting into the Practice Director and working as part of a team to process non clinical administrative duties. This role will cover all three practices - Lordswood House, Quinbourne and Quinton Family Practice.

Job responsibilities:

Office, Building Management and H&S/Compliance

Coordinate maintenance, repairs, and servicing of equipment and facilities across all 3 practices.

Monitor cleaning, security, and health & safety compliance. Completing walkthrough audits of each site and keeping a log of actions.

Manage the setting up of smartcards and keys. Support fire drills, risk assessments, and workplace safety checks.

Ensure compliance with building regulations and company policies.

Act as a point of contact for emergency procedures.

Administrative Support

Maintain records of contracts, service agreements, and compliance documents, including administrative support for CQC preparation and inspections.

Handle invoices, purchase orders, and budget tracking for facilities-related expenses.

Schedule inspections, servicing, and routine checks for all mandatory and non-mandatory activity.

Oversee stock of office supplies and order replacements when needed.

Support the patient complaints procedure and provide administrative support for the Practice Director. You may be asked to speak directly with patients to resolve non clinical complaints on a first point of contact basis and manage through the escalation process.

Issue zero tolerance letters and ensure systems are updated including communication with other colleagues around further actions if required.

Confidentiality:

In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately In the performance of the duties outlined in this , the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice 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 Practice 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

Health & Safety:

The post-holder will assist in promoting and maintaining their own and others' health, safety and security as defined in the Practice Health & Safety Policy, to include:

Using personal security systems within the workplace according to Practice 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 Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards Reporting potential risks identified

Equality and Diversity:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

Acting in a way that recognises the importance of people's rights, interpreting them in a way that is consistent with Practice 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.

Personal/Professional Development:

The post-holder will participate in any training programme implemented by the Practice as part of this employment, such training to include:

Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work

Quality:

The post-holder will strive to maintain quality within the Practice, and will:

Alert other team members to issues of quality and risk Assess own performance and take accountability for own actions, either directly or under supervision Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team's performance Work effectively with individuals in other agencies to meet patients' needs Effectively manage own time, workload and resources

Communication:

The post-holder should recognise the importance of effective communication and the individual will have the ability to communicate in a confident manner when managing third party suppliers. They will also need to work as a team player and at all times keep all sensitive data confidential.

Experience

The post-holder will previously have administrative experience and if they have worked in an NHS environment this would be desirable but not essential.

An organised individual who is I.T. competent and has good communication & team working style.

Confidentiality is key for this role.

Job Types: Full-time, Permanent

Pay: 14.23 per hour

Expected hours: 37.5 per week

Benefits:

Company pension Free flu jabs Free parking On-site parking Sick pay
Work Location: In person