Job purpose To be responsible for the overall administration of financial documents for Derby and Derbyshire Local Medical Committee using accounting software. To process payments, reconcile the bank, maintain an annual budget and process payroll submissions. To support the team with day-to-day administration including inbox management. Finance To be responsible for updating the accountancy software systems (Xero) to keep company accounts up to date. Ensuring the accurate processing of bills / invoices including additions of project codes. Bank reconcile the business bank accounts. To be responsible for the administration of online banking and seeking authorisation from the chief exec/treasurer, as appropriate. To provide monthly reports containing information on income, expenditure and forecasting for the directors meetings, take any questions and address any issues. Be responsible for submitting all relevant financial information to the accountants on an annual basis, as guided by the accountants. To audit and monitor the finance data and report anomalies to the Treasurer and chief exec, as appropriate. To document expense claims monthly for internal colleagues. To process committee expenses payments via payroll on a monthly basis. To administer the practice levy payments and mandates to DDLMC. To administer and submit the company payroll monthly. To liaise with the bank manager as directed by the chief exec. To help prepare annual LMC reports and associated papers and disseminate, as directed. Periodically analyse costs utilising spreadsheets. To undertake any other reasonable administrative task in line with this role. To maintain an annual budget and produce a monthly report based on the income/expenditure. General Administration and Clerical To support the LMC Executive Team with any administrative task and function as requested. Taking messages and signposting for a response. Type and format publications. Organising and storing paperwork, documents, and computer-based information. Photocopying and printing documents, as directed. Preparing for meetings, greeting colleagues, offering refreshments, and ensuring that meeting rooms are cleared and clean after the meeting is finished. To take on ad hoc projects from time to time as appropriate to position and as directed by the Chief exec. CONFIDENTIALITY Always observe a strict code of confidentiality. Be always discrete. Always maintain professional integrity. IM&T Ensure all information/data and technology is used only in line with the IM&T policies, procedures and protocols. To ensure adherence to the requirements of the Data Protection Act. To use a variety of software packages effectively and inform the Chief Exec of any issues or concerns. To ensure that all documents are stored electronically (and where legally required in paper format) using a logically agreed approach and with agreed conventions such as version control, folder structures and file naming conventions as advised by the Chief Exec. COMMUNICATION Communicate effectively with other team members. Communicate effectively with external agencies and organisations. Recognise peoples needs for alternative methods of communication and respond accordingly. Liaise with all key stakeholders in an appropriate manner. Attend meetings as requested and be an advocate of Derby and Derbyshire LMC. Receive any visitors in an appropriate manner. Communicate professionally personal workforce needs, challenges and training requirements and seek support from the Chief Exec, during challenging times. TEAM WORKING Participate in a team approach to managing workload and commitments. Keep colleagues up to date on a continuous and systematic basis when applicable to their role. To help train new colleagues, as appropriate. Respect and consider colleagues opinions in an open and transparent manner. Be responsive, efficient, and effective when dealing with colleagues needs in supporting team working. Cover key roles in times of colleague absences. In times of need, provide cover for any colleague of the office administration team members of staff. If unable to address a query or matter, signpost any issues or challenges to a colleague to support accordingly. Follow the team promise. QUALITY Strive to maintain and improve the quality services offered by DDLMC Ltd. Adopt a solution-based attitude and not be afraid to professionally challenge the system, processes and LMC colleagues with the aim of seeking improvements and job satisfaction. Seek support from the Chief Exec, when in need. SUPPLEMENTARY Ensure continued professional development both within the role and by external education. Participate in any training programme implemented as part of this employment. Be proactive and responsive to change and make improvements and recommendations. Help to drive change forward to fully realise the potential of the role and job satisfaction. Participate in annual appraisal which reflects both personal and business goals. Seek to continually improve the overall effectiveness of duties and roles undertaken. To always adhere to the staff handbook. To dress appropriately, look smart and always behave in a professional and reasonable manner. To apply all the necessary workplace policies, standards, and guidance. To discuss with other members of the team how the policies, standards, guidelines, and general workforce matters will affect own work. The job description is intended to outline the main duties and responsibilities of the employee. This is not an exhaustive list of duties, and the post holder may be required to undertake any other duties, as required, to meet the needs of the business. It is also likely that changes will be required from time to time and is not intended to be fixed for an indefinite period. I