Job summary 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 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. Carry out return to work interviews for staff and monitor staff sickness levels in conjunction with The Bradford Factor guidance. Organise three/six month reviews and annual appraisals. Carry out DBS checks for staff. Ensure staff registrations are kept up to date. Responsible for providing day to day finance support to the Finance & Quality Manager and executive team. Submitting FP34D claims to the PPA, petty cash and private income management, invoicing and adhoc finance support as required. Submission of workforce data on the National Workforce Reporting Portal. Maintain good HR & Finance records and ensure information is electronically filed and stored in line with records retention legislation. Deal with the day-to-day queries and aim to resolve any problems, whilst using own initiative to ensure that urgent matters are dealt with proactively. Advertising of posts on NHS jobs and other recruitment websites as required. Managing internal and external enquiries, sometimes difficult or sensitive, in a timely and appropriate manner. Providing and receiving complex and sensitive information, both verbal and written. 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. Accountability & Quality:We behave with candour in our dealings with staff, patients and partner organisations building trustworthy, open, transparent relationships that further our aim to provide excellent patient-centered, accessible services. We have a highly effective, safe and innovative organisation with a culture of continuous quality improvement. Staff & Patient Involvement:We are a committed and inspired team striving to be the best at what we do. Working with patients we shape and continuously improve our services within the health and wellbeing system. Leading the Way:Our involvement in teaching, research and integration with health and social care ensure that we are proactive and productive in planning and delivery. Date posted 15 January 2025 Pay scheme Agenda for change Band Band 4 Salary Depending on experience Contract Permanent Working pattern Full-time Reference number A2671-25-0002 Job locations 1 Oxford Terrace Gateshead NE8 1RQ Job description Job responsibilities Job Title:HR and Finance AssistantQualification: 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. Job Summary: 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. Principle Duties and Responsibilities 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. 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 the day-to-day queries and aim to resolve any problems, whilst 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. Providing and receiving complex and sensitive information, both verbal and written. 12. Organise meetings, identifying and securing suitable facilities and ensuring that the needs of the attendees are met e.g. catering arrangements; disabled facilities. 13. Act as minute secretary for meetings with responsibility for preparation and distribution of papers, taking and transcribing of comprehensive and accurate minutes and ensuring that all relevant actions arising from meetings are dealt with as appropriate. 14. Have knowledge of practice systems such as EMIS, IRIS and SBS and accurately be able to enter/extract/amend information as appropriate in order to ensure the needs of the executive team are met. 15.Provide mutual support to the team during times of workload pressure 16.Deal independently with routine yet complex matters in a professional and prompt manner. Act as the executive teams representative in verbal and written communications with others, whether internal or external to the practice, promoting a professional image 17.Responsible for managing own workload and working independently or as part of a team; prioritising and organising workload to meet the demands of the role, including typing, photocopying, scanning, organising meetings, meeting rooms and providing hospitality as required. 18. Arrange temporary administrative and clinical staff in consultation with the Practice Manager and Executive Team, keeping accurate records ensuring payment is authorised to the correct agencies. 19. Compose non-clinical routine and non-routine correspondence for the Team. 20.Work flexible hours on occasion to suit the demands of the practice. 21. To implement practice and team policies/procedures and propose changes to practices if necessary. 22. Keeping staff notice boards, website and other media up to date with information on new staff. This is not an exhaustive list of tasks. Job description Job responsibilities Job Title:HR and Finance AssistantQualification: 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. Job Summary: 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. Principle Duties and Responsibilities 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. 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 the day-to-day queries and aim to resolve any problems, whilst 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. Providing and receiving complex and sensitive information, both verbal and written. 12. Organise meetings, identifying and securing suitable facilities and ensuring that the needs of the attendees are met e.g. catering arrangements; disabled facilities. 13. Act as minute secretary for meetings with responsibility for preparation and distribution of papers, taking and transcribing of comprehensive and accurate minutes and ensuring that all relevant actions arising from meetings are dealt with as appropriate. 14. Have knowledge of practice systems such as EMIS, IRIS and SBS and accurately be able to enter/extract/amend information as appropriate in order to ensure the needs of the executive team are met. 15.Provide mutual support to the team during times of workload pressure 16.Deal independently with routine yet complex matters in a professional and prompt manner. Act as the executive teams representative in verbal and written communications with others, whether internal or external to the practice, promoting a professional image 17.Responsible for managing own workload and working independently or as part of a team; prioritising and organising workload to meet the demands of the role, including typing, photocopying, scanning, organising meetings, meeting rooms and providing hospitality as required. 18. Arrange temporary administrative and clinical staff in consultation with the Practice Manager and Executive Team, keeping accurate records ensuring payment is authorised to the correct agencies. 19. Compose non-clinical routine and non-routine correspondence for the Team. 20.Work flexible hours on occasion to suit the demands of the practice. 21. To implement practice and team policies/procedures and propose changes to practices if necessary. 22. Keeping staff notice boards, website and other media up to date with information on new staff. This is not an exhaustive list of tasks. Person Specification Communication Essential Ability to develop effective working relationships with stakeholders at all levels Excellent communication skills, both written and verbal Experience Essential Minimum four years experience working in an office environment using Microsoft Office including Word, Excel and PowerPoint 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 e.g. electronic filing systems and formatting documents/reports Experience of dealing with staff at all levels Experience of using a variety of computer packages and databases including excel and word at an advanced level Experience handling confidential information Desirable Experience of project work and associated administration Knowledge Essential Knowledge and understanding of HR processes Knowledge of Data Protection and its application to workforce information. Desirable Knowledge of Finance Processes Thorough understanding of Workforce Information in the NHS Understanding of NHS Terms and Conditions of Service (Agenda for Change and Medical and Dental) Knowledge and understanding of the Registration Authority function Personal Characteristics Essential Ability to work on own initiative or under direction as required Organised and Methodical Reliable/conscientious Professional Manner Customer focused Willingness to learn Positive attitude and flexible to meet changing workload demands Ability to multitask Qualifications Essential Educated to GCSE level or equivalent Evidence of CPD ECDL or equivalent practical experience Desirable Customer Care Training Project Management Training or experience Certificate in Personnel Practice or equivalent Skills Essential Attention to detail and accuracy Ability to work to deadlines Good organisational skills and the ability to prioritise. Excellent IT skills, including Microsoft Office (Access, Outlook, Word, Excel, and PowerPoint) and ability to use other systems, as required. 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. Desirable Analytical, report writing and presentation skills Person Specification Communication Essential Ability to develop effective working relationships with stakeholders at all levels Excellent communication skills, both written and verbal Experience Essential Minimum four years experience working in an office environment using Microsoft Office including Word, Excel and PowerPoint 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 e.g. electronic filing systems and formatting documents/reports Experience of dealing with staff at all levels Experience of using a variety of computer packages and databases including excel and word at an advanced level Experience handling confidential information Desirable Experience of project work and associated administration Knowledge Essential Knowledge and understanding of HR processes Knowledge of Data Protection and its application to workforce information. Desirable Knowledge of Finance Processes Thorough understanding of Workforce Information in the NHS Understanding of NHS Terms and Conditions of Service (Agenda for Change and Medical and Dental) Knowledge and understanding of the Registration Authority function Personal Characteristics Essential Ability to work on own initiative or under direction as required Organised and Methodical Reliable/conscientious Professional Manner Customer focused Willingness to learn Positive attitude and flexible to meet changing workload demands Ability to multitask Qualifications Essential Educated to GCSE level or equivalent Evidence of CPD ECDL or equivalent practical experience Desirable Customer Care Training Project Management Training or experience Certificate in Personnel Practice or equivalent Skills Essential Attention to detail and accuracy Ability to work to deadlines Good organisational skills and the ability to prioritise. Excellent IT skills, including Microsoft Office (Access, Outlook, Word, Excel, and PowerPoint) and ability to use other systems, as required. 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. Desirable 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 (formerly known as CRB) to check for any previous criminal convictions. Employer details Employer name Oxford Terrace and Rawling Road Medical Group Address 1 Oxford Terrace Gateshead NE8 1RQ Employer's website http://www.otmg.co.uk/ (Opens in a new tab)