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 Responsibilities

Employee Records Management

The role-holder will maintain comprehensive employee records, ensuring accuracy and compliance with privacy regulations. This includes updating personnel files and managing documentation/filing related to employment contracts and benefits. They will also maintain comprehensive employee records for clinical and non-clinical certificates of competence and keep a list of when certificates need to be renewed. The role-holder will lead on project work to include digitalisation of employee records rather than paper ones.

Working within the Team Net portal to raise new employee absence, training records & significant events and keep regular checks on any outstanding actions.

Payroll Processing

Providing admin support to the PD and Site Manager for the processing of payroll, ensuring that salaries are accurate and paid on time. Coordinating employee overtime and additional payments and ensuring all relevant information is provided to the outsourced payroll company via OHP.

Recruitment, Onboarding & Training

Maintaining all relevant job descriptions and ensuring that all roles across the practice have an up to date JD. Managing job postings, scheduling interviews, and conducting induction for new starters. The role-holder will also support the introduction of new employee projects such as designing a new induction process, staff wellbeing initiatives, team events days and contributing to a positive employee experience. Maintaining employee training records and setting up lunch & learn events and other training initiatives for employees.

For new starters, the role-holder will support the employee vetting process and will ensure that all referencing and certificates are sent, checked and filed accordingly.

HR Compliance and Policy Management

The role-holder will monitor compliance with employment law and company policies, ensuring that the organisation adheres to legal requirements and best practices.

Finance

Financial Record Keeping

The role-holder will work alongside and support the PD & GP Partners managing financial records, submitting claims (QoF and other clinical operations) to appropriate external bodies and ensuring that all transactions are accurately recorded and maintained for audit purposes.

Budget Management & Financial Transactions

They will assist in preparing budgets and financial reports, analysing financial data to support decision-making processes within the practice.

The role-holder will be responsible for managing the invoicing process within the practice, ensuring accurate billing and maintaining accurate financial records and reconciling discrepancies.

Preparing & issuing invoices to customers based on service agreements and maintaining all invoices in an efficient manner. Working within the Xero accounting software and BDO portal to streamline invoicing and accounting processes to ensure that all invoices are matched and coded correctly.

Other Responsibilities

The role-holder will be expected to cover for the other administrator at times of annual leave or sickness.

Confidentiality:

In the course of seeking treatment, patients, employees & suppliers entrust us with, or allow us to gather, sensitive information in relation to their health and other HR/Financial 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, employees or suppliers. 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, colleagues, other suppliers/partners 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. Any individual who divulges sensitive and confidential information will be disciplined.

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 HR and financial 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.

Financial administration experience is a key part of this role as is confidentiality at all times.

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