Business Support Officer

Job description

Job responsibilities

The role supports the on-going development and implementation of procedures to support the TPC Management Team. Duties include:

• Provide admin support for Board and Governance meetings, calling for papers, collating agenda items, issuing agendas and papers and taking informal and formal minutes.
• Set up, update and maintain action logs for meetings.
• Take minutes during management meetings/ER related meetings, as and when needed.
• Develop and maintain effective team working and relationships with colleagues and other teams.
• Provide general office duties such as administrative support, room bookings, diary management, equipment/stationery orders, supporting the management team in the day to day running of TPC
• Ensuring compliance with relevant procedures and policies eg in line with CQC and the DSP Toolkit.
• Be one of the initial points of contact within the organisation, dealing with telephone calls and e-mails, some of which are complex or contain sensitive information.
• To manage and update filing systems ensuring that the information is clear, relevant and present.
• Act as the first point of contact for staff, provide HR advice and guidance such as absence, processes, Contracts, Training etc.
• Update and maintain employee details using TPC software.
• Take responsibility for the accurate and timely collection and recording of data and ensuring all personal identifiable information is protected and used only for the purposes for which it was intended.
• Set up new user IT accounts.
• Record and authorise the use of laptops within TPC.
• Participate in the recruitment and selection process as and when required.
• Collate and verify ID documents and paperwork.
• Complete pre-employment checks, such as DBS, references, issuing contracts etc.
• Diary management for senior managers as needed.
• The ability to interpret information and communicate this effectively.
• Create Standard Operating Procedures.
• Produce required reports using Excel, Word and PowerPoint.
• Ensure attention to detail.
• Organise, adapt, and deliver basic information training sessions as and when required.
• Provide monthly workforce activity reports and, where necessary, undertake audits of activity as requested by HR Manager eg sickness reports, turnover.
• Create, manage and advertise job vacancies.
• Manage and update annual leave requests.
• Manage and update the office rota with all teams.
• Monitor and maintain HR mailbox.
• Develop and maintain knowledge and understanding of the services provided by TPC.
• Support HR manager to plan and prepare the induction process for all new starters.
• Respect equality and diversity across all areas of working practice.
• Adhere to all TPC policies and procedures.
• Communicate with tact, understanding and discretion when dealing with enquiries from a wide range of sources, both internal and external.
• To undertake additional appropriate duties as and when required.

Person Specification

Qualifications

Essential

• - GCSE grade A to C (or equivalent) in English and Maths
• - Evidence of a portfolio of knowledge, skills and professional development
• - Knowledge of administrative procedures.
• - Ability to prioritise workload effectively
• - Ability to use Microsoft Office (Word, PowerPoint, Excel).
• - Ability to work with minimal supervision
• - Able to make decisions autonomously
• - Able to set up/manage effective document management systems
• - Excellent organisational and administrative skills
• - Excellent organisational skills
• - Previous Administrator and/or HR
• - Ability to analyse information, formulating this into reports
• - Organise workload with minimal supervision working to tight and changing timescales
• - Ability to plan, manage, monitor and deliver activities to a time and Excellent communication, and interpersonal skills.
• - Experience of, and ability to, present and produce clear, accurate and concise minutes, action points and reports.
• - Ability to communicate effectively with a wide range of stakeholders
• - Excellent written and verbal communications
• - Adaptable, flexible, and innovative approach to work
• - Acts in ways that support equality, diversity, and inclusion, including treating people with dignity and respect
• - Appreciate the need for confidentiality and discretion
• - Committed to accuracy and efficiency
• - Put patient care at the heart of the work you do to improve health care outcomes and service delivery
• - Deliver the highest standards and quality outcomes possible

Desirable

• - A level qualifications or equivalent
• - Evidence of continuing personal development
• - CIPD L3 qualification or equivalent experience
• - Employment Law
• - Recruitment and selection
• - HR/Administration experience
• - Experience working in a health or social care setting.
• - Problem solving skills
• - Experience of preparing and presenting information to a range of stakeholders
• - Working knowledge of SystmOne
• - Ability to build knowledge and understanding of new areas quickly
• - Ability to influence and negotiate
• - Ability to advise regarding HR practices.
• - Knowledge of primary health care
• - Presentation skills
• - Encourage others to develop themselves and the organisation through improvement, innovation, and continuous development.
• - Joint working with others, e.g. patients, colleagues in the delivery of high quality healthcare
• - Build positive working relationships, respecting and valuing others, being helpful and inclusive

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

Trust Primary Care Ltd

Address

The Ridge Medical Practice

Cousen Road

Bradford

West Yorkshire

BD7 3JX

Employer's website

http://www.trustprimarycare.co.uk/ (Opens in a new tab)