Business Support Officer

Job summary

We are looking for an enthusiastic, motivated, organised, and proactive individual to join our strong management team consisting of a Practice Manager, Reception Manager and two other Business Support Officers.This is a varied role with much of the work undertaken being highly confidential and of a sensitive nature.This role is ideal for someone who enjoys variety, takes initiative and thrives in a fast-paced environment.

This role involves working with the rest of the management team, supporting the smooth day-to-day running of the organisation encompassing the areas of finance, facilities and line management of the administration team.

The successful applicant will be an experienced and reliable individual, who is able to deliver efficient financial and payroll processes for the practice, having previous knowledge of accounting systems, ideally Xero. They must have experience of banking, petty cash, purchase and sales ledger and payroll systems.

A high level of accuracy and attention to detail is essential.

They must also be able to provide efficient and effective administrative and coordination support for premises, facilities and operational compliance; ensuring that all routine maintenance, servicing and regulatory requirements are scheduled, recorded and completed in a timely manner.

Main duties of the job Main duties of the job - please see the Job Description and Person Specification for full details of the role. Maintaining accurate financial records, processing invoices and reconciliations, processing claims, managing income and expenditure records and producing financial reports.

Processing payroll and associated administrative tasks. Co-ordinate facilities and premises management, including maintenance, servicing, health and safety compliance, booking of equipment testing, supplier and contractor liaison. Maintain accurate records and schedules.

Line management of the administration team, including staff recruitment, induction and support of both new and existing staff. Attending practice meetings, preparing agendas and minutes Working collaboratively with colleagues to meet the operational needs of the practice while maintaining confidentiality and professional standards.

Providing data and reporting on systems used by the administrative team Communicating with the rest of the management team, GP partners, staff and contractors. Managing and updating staff rotas, when Reception Manager absent from the practice

About us

Wilson Street Surgery is a large, dynamic and forward thinking training practice with a 'Good' CQC rating and we are extremely proud of the service we offer to our patients.

Our mission statement is - Together we care: promoting equality, teamwork and patient-centred empowerment At present we have 8 GP Partners and 2 Salaried GPs. We also have 2 Advanced Clinical Practitioners (ACPs). We take several GP Registrars in every rotation.

We have 4 Practice Nurses (one of which is a Practice Nurse Manager) and a Health Care Assistant. Our practice management team includes a Practice Manager, Reception Manager and three Business Support Officers. We also have a well-staffed reception and administration team, all of whom are well-managed by our management team.

We have a main site at Wilson Street Surgery and then two branch surgeries - Taddington Road Surgery and St Thomas Road Surgery

Job description

Job

responsibilities

Key

Responsibilities:

Business Support Officer Responsible for the planning, co-ordination and delivery of a safe, effective and quality administrative support service for the practice team and patients; Provide supervision of the admin team, support staff when changes are made to procedures and protocols.

To ensure admin jobs are completed following agreed practice procedures and protocols, within the appropriate timescales and accurate records are kept by all members of the admin team; Develop core induction and training plans for all new and existing admin staff.

Personally responsible for the delivery of key elements, ensuring that the admin team members meet core competencies and deliver services to agreed standards; To be responsible for the completion of sickness/special leave spreadsheets, and the carrying out of RTW interviews/disciplinary reviews for admin staff; Deal with more complex enquiries or complaints from patients in accordance with practice complaints procedure, escalating to the Management Team if not resolved at verbal complaint level; To receive messages for doctors, practice nurses, and admin staff, ensuring these are accurately recorded with all necessary information; To assist with the gathering of statistics and information when required; To assist the team in providing cover for members of the admin team during periods of sickness and annual leave; Support the Management Team with the recruitment, selection and appraisals of the admin team; Assist the Practice Management team in the effective and efficient financial management of the practice, utilising financial software.

This includes balancing of petty cash accounts, processing all income and expenditure, invoicing, bank reconciliations, partners drawings, HMRC payments and associated reporting of end-of-year accounts; Assist the Practice Management team in delivering a payroll service, which conforms to statutory requirements, preparing the payroll services, including pension administration, and the paying out of salaries to staff; To be responsible for (alongside the Practice Manager) management of the estates, refurbishment and redecoration.

To be responsible for the overseeing of health and safety risk assessments, fire drills, fire risk assessments, and associated actions.

To attend, participate and produce minutes in practice meetings; To be responsible (along with other members of the management team) for updating the staff handbook; To assist the Practice Manager with one off projects; To provide holiday/sickness cover for the Reception Manager and during this time to be responsible for the planning, co-ordination and delivery of a safe, effective and quality reception and administrative support service for the practice team and patients; Any other duties which may reasonably be regarded as within the nature of the duties and responsibilities.

Person Specification

Qualifications

Essential GCSE passes at Grade 9-4 / A*-C or equivalent including English & Maths Desirable ECDL or CLAIT NVQ level 2 in Customer Service Experience Essential Experience of using the Xero accounting package Experience of working in a customer service environment Desirable Previous NHS or primary care experience Knowledge of SystmOne Previous experience of line managing a small team including recruitment/selection and staff supervision Previous facilities and premises management, including health and safety issues Knowledge and skills Essential Good working knowledge of Microsoft office products Good interpersonal / organisational skills, excellent listening and negotiating skills Previous experience of team working Excellent communication skills, face to face and over the telephone with the ability to translate information and details accurately, verbally and written, when providing or receiving routine, complex or sensitive information Make judgements involving a range of facts or situations, which require analysis, or comparison of a range of options Able to discuss routine queries with staff, which may be sensitive Communicate statutory payroll regulations and NHS rules in a simplified form to non-payroll people (if applicable) Analise, investigate and resolve finance/ payroll queries and discrepancies.

Carry out complex calculations about payments and pursue over/ underpayments as per practice policy (if applicable) Resourcefulness and ability to use own judgement and deal appropriately with difficult situations Ability to self-motivate, organise, and prioritise own workload to deliver agreed objectives, without direct supervision Plan and organise straight forward tasks, some of which may be ongoing Desirable Advanced IT skills 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.