Oxford Terrace and Rawling Road Medical Group
To act as the HR and Finance assistant for the Practice Manager, Executive Team and Finance & Quality Manager by organising and minuting meetings, including employee relations hearings and provision of general administrative support in all HR related matters. To support the Finance & Quality Manager with day to day finance tasks, administration and data collection relating to all Finance matters.
Main duties of the job
1. Responsible for providing confidential administrative support to the Executive Team, including the organisation of meetings/events, providing support with employee relations meetings and assisting in recruitment and all HR processes.
2. Carry out return to work interviews for staff and monitor staff sickness levels in conjunction with The Bradford Factor guidance.
3. Organise three/six month reviews and annual appraisals.
4. Carry out DBS checks for staff.
5. Ensure staff registrations are kept up to date.
6. Responsible for providing day to day finance support to the Finance & Quality Manager and executive team, including submitting FP34D claims to the PPA, petty cash and private income management, invoicing and adhoc finance support as required.
7. Submission of workforce data on the National Workforce Reporting Portal.
8. Maintain good HR & Finance records and ensure information is electronically filed and stored in line with records retention legislation.
9. Deal with day-to-day queries and aim to resolve any problems, using own initiative to ensure that urgent matters are dealt with proactively.
10. Advertising of posts on NHS jobs and other recruitment websites as required.
11. Managing internal and external enquiries, sometimes difficult or sensitive, in a timely and appropriate manner.
12. Organise meetings, identifying and securing suitable facilities and ensuring that the needs of the attendees are met.
About us
Oxford Terrace and Rawling Road Medical Group is a large practice working over 2 sites with 17,500 patients. The HR & Finance Assistant will work 25-37.5 hours per week working Monday to Friday 9am-5pm.
Job responsibilities
Job Title: HR and Finance Assistant
Qualification: As per person specification
Salary: Equivalent to band 4 Afc
Reports to: Finance and Quality Lead
Hours: 25-37.5 hours per week, Monday to Friday.
Principle Duties and Responsibilities
1. Responsible for providing confidential administrative support to the Executive Team.
2. Carry out return to work interviews for staff.
3. Organise three/six month reviews and annual appraisals.
4. Carry out DBS checks for staff.
5. Ensure staff registrations are kept up to date.
6. Responsible for providing day to day finance support to the Finance & Quality Manager.
7. Submission of workforce data on the National Workforce Reporting Portal.
8. Maintain good HR & Finance records.
9. Deal with day-to-day queries.
10. Advertising of posts on NHS jobs.
11. Managing internal and external enquiries.
12. Organise meetings.
Person Specification
Communication
* Ability to develop effective working relationships with stakeholders at all levels.
* Excellent communication skills, both written and verbal.
Experience
* Minimum four years experience working in an office environment using Microsoft Office.
* Min of two years experience in an HR and/or Finance environment.
* Administrative experience in a busy, customer-focused environment.
* Good working knowledge of administrative processes.
* Experience of dealing with staff at all levels.
* Experience of using a variety of computer packages and databases.
* Experience handling confidential information.
* Experience of project work and associated administration.
Knowledge
* Knowledge and understanding of HR processes.
* Knowledge of Data Protection and its application to workforce information.
* Knowledge of Finance Processes.
* Thorough understanding of Workforce Information in the NHS.
* Understanding of NHS Terms and Conditions of Service.
* Knowledge and understanding of the Registration Authority function.
Personal Characteristics
* Ability to work on own initiative or under direction as required.
* Organised and Methodical.
* Professional Manner.
* Willingness to learn.
* Positive attitude and flexible to meet changing workload demands.
* Ability to multitask.
Qualifications
* Educated to GCSE level or equivalent.
* Evidence of CPD.
* ECDL or equivalent practical experience.
* Customer Care Training.
* Project Management Training or experience.
* Certificate in Personnel Practice or equivalent.
Skills
* Attention to detail and accuracy.
* Ability to work to deadlines.
* Good organisational skills and the ability to prioritise.
* Excellent IT skills, including Microsoft Office.
* Ability to work flexibly to respond to changing service priorities.
* Ability to work individually and as part of a team.
* Ability to deal with all issues sensitively and in a confidential manner.
* Analytical, report writing and presentation 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.
Employer name
Oxford Terrace and Rawling Road Medical Group
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