Human Resource and Finance Assistant

Job description

Job responsibilities

Human Resources & Finance Assistant Job Description

Job Title: HR & Finance Assistant

Main Purpose of Post: To provide support to the Finance & HR teams and ensuring all finance and HR support duties are undertaken effectively

Responsible to: Finance / HR Deputy Manager

Accountable to: Finance / HR Manager, Operations Manager and Practice Partners

AfC: Band 4

Main Duties and Responsibilities of the Post:

HR Duties

Recruitment

• Liaise with management to check that job description and advert is up to date – make amendments if necessary.
• Post job on NHS jobs.
• Contact management to shortlist.
• Invite candidates to interview
• Put together interview packs
• Liaise with Finance to send out offer letter
• Obtain references for successful candidate
• Obtain all new starter forms
• DBS check – verify documents
• Order name cards, fobs, university swipe cards etc
• Ensure all documents are given to Finance
• Put together induction – liaising with appropriate members of staff
• Book I-Mersey training and any other external training
• Send new starter form to IT and arrange IT induction
• Set up new joiner on all appropriate spreadsheets and software
• Create HR file for new starter
• Liaise with Finance to put together contract
• Tour of sites and introductions with new joiner
• Review dates – send review dates to line manager
• Chase completed induction checklist from all new starters.

Maintain internal databases/review diaries

• Liaise with members of staff at all levels to ensure mandatory training is kept up to date
• Keep sickness record up to date and chase any outstanding sick notes, rtw, self certs in Deputy Manager’s absence.
• Update all appropriate spreadsheets/rotamaster relating to the above.

Registrars

• Keep starter and leavers record up to date
• Keep up to date with GP rotation
• Liaise with Lead Employer
• Collate all necessary paperwork
• Complete work schedule and send to Lead Employer
• Liaise with mentor and rota team to arrange review

Appraisals

• Send out survey monkey feedback for all nurse appraisals
• Collate feedback and send through to line manager in time for appraisal
• Note taking for GP appraisals
• Maintain and update employee records – change of address, hours, working days etc
• Ensure staff files are kept up to date
• Liaise with management to ensure new starter details are completed and received in a timely manner.
• Maintaining rota master
• Keep on top of emails – respond in a timely manner etc
• Staff session update – maintain staff session document
• Medical students – ensure document requirements are in place and IT are informed
• Summer Clerks – Collate paperwork
• Maintaining and updating GP buddy/mentor list
• General support for day to day activities of HR department

Finance Duties

• Receive and match purchase invoices and delivery notes, reconcile supplier statements.
• Complete any maternity and sickness backfill claims
• Input purchase invoices into SAGE.
• Follow up unpaid sales invoices.
• Ensure monthly payroll amendments are received in a timely manner.
• Collect cash from Brownlow reception and Student Health
• Maintain the petty cash control spreadsheet, ensure cash is reconciled on a regular basis.
• Record Insurance payments received into the bank and share this information with Insurance Team.
• Pay cheques into bank.
• Transaction processing, match invoices, input onto Sage, produce creditors reports.
• Assist the Finance Manager in the monthly Payroll process.
• Assist the Finance Manager in production of management accounts.
• Create and maintain excel spreadsheet to analyse data.

HR & Finance

• Create and maintain excel spreadsheets as and when required.
• Create and maintain word documents as and when required.
• Ensure filing is kept up to date and filed in alphabetical order.

Any other duty required to support the effective operation of these systems.

Communication and relationships

· Liaise with members of the Practice, other NHS organisations and outside agencies as appropriate to the role.

· Communicate sensitively and effectively with others, using active listening and adapting communication style and method as necessary to meet their needs.

· Participate in meetings as appropriate.

Team working

· Understand own role and scope in the practice.

Work as an effective and responsible team member, supporting colleagues in a flexible and approachable manner.

Organisation/Quality

· Ensure that any data entered into the computer is done accurately.

· Understand and follow the requirements of confidentiality (including the Data Protection Act) and the Freedom of Information Act and refer on any queries as appropriate.

· Participate in quality improvement initiatives, including Significant Event Analysis and PAIRS.

· Support the aims and objectives of the Practice and contribute to the on-going development of the Practice as required.

· Follow Practice policies, including Health and Safety, Security and Confidentiality.

Practice development and clinical governance

· To participate in primary healthcare team meetings when required.

· To provide data, as requested, for practice development plans and report.

· To be aware of practice policies on risk management / incident reporting and health and safety and operate appropriate procedures for minimising risk.

· To be aware of issues related to own development and be committed to participate in training and education.

Training, learning and development

· Undergo regular appraisal, supervision, and training as necessary to update skills and knowledge.

· Provide training to other staff in work relevant to this post.

· Participate in the induction of new staff, students, and other attached professionals

Equality and diversity

· Respect the privacy, dignity and beliefs of patients, carers, visitors, and co-workers. They must be treated equally, irrespective of gender, ethnic origin, age, disability, sexual orientation, religion, etc.

· Be aware of procedures regarding protection of children and vulnerable adults, including Practice and NHS policies. Follow the guidance and policies and take action in an appropriate manner.

Management of risk / health, safety, and security

· Follow Health & Safety Policies and guidelines, including fire procedures and those pertaining to clinical areas of risk. Use safe working procedures and report incidents using the incident reporting system.

· Use the personal security systems within the workplace according to Practice guidelines.

· Follow infection control procedures.

· Employees must take reasonable care for the Health and Safety of him/herself and / or others who may be affected by his/her acts or omissions at work.

· No person shall intentionally or recklessly interfere with or misuse anything provided in the interests of Health, Safety or Welfare.

Confidentiality

· All information relating to patients and staff gained through your employment and after leaving employment with Brownlow Health is confidential Disclosure to any unauthorized person is a serious disciplinary offence or may result in litigation.

Other

· Give good and regular attendance.

· Maintain a tidy and organised work area.

This job description is not intended to be exhaustive but to indicate the main areas of responsibility. It may be changed after consultation with the post holder.

Person Specification

General

Essential

• A commitment to support the delivery of the best possible service to a diverse inner-city population.

Desirable

• Experience of working in a healthcare setting.
• Training or qualifications in administration, Finance or other related areas.
• Experience of Sage Accounts
• Experience of Iris Payroll
• Understanding of basic book-keeping
• Experience of cash handling, petty cash and interaction with patients and non- finance staff
• Actively studying for an Association of Accounting Technicians qualification or equivalent experience

Knowledge, training and experience

Essential

• Strong IT and computer skills, including the ability to use Microsoft Office, especially excel, email and the internet
• Previous experience that demonstrates good attention to detail.
• a working knowledge of financial and non-financial computer systems
• A sound general education to GCSE level or equivalent, or equivalent working experience, or relevant qualifications.
• Evidence of excellent administration and organisational skills with the ability to manage time effectively to meet deadlines.
• Previous experience that demonstrates good attention to detail.
• An excellent standard of grammar and spelling in the English language.
• Able to work as part of a team and independently
• Knowledge of computerised systems
• Strong analytical skills

Personal skills and abilities

Essential

• A friendly and approachable manner, with good people skills, showing understanding, care, and assertiveness when appropriate.
• The ability to work independently and use initiative.
• The ability to produce accurate and thorough work in a prompt and efficient manner, working to set timescales.
• The ability to communicate clearly and effectively with a wide range of individuals, both verbally and in writing.
• The ability to manage conflict calmly and positively and adhere to procedures under pressure.
• A conscientious approach and commitment to working in an adaptable and flexible manner.
• The ability to work effectively when busy and multi-task when required.
• The ability to deal with personal information sensitively and respect people's right to confidentiality.
• The ability to cope with occasional exposure to challenging behaviour, distressing circumstances, or emotional events.
• The ability to work positively as a member of a busy team.
• The ability to give good and regular attendance.

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

Brownlow Group Practice

Address

Princes Park Health Centre

Bentley Road

Liverpool

L8 0SY

Employer's website

https://www.brownlowhealth.co.uk/ (Opens in a new tab)