Business Administration Support

Job description

Job responsibilities

Role Description

Post Business Administration Support

Base Reed House, Broadland Business Park Norwich -

Reports to Corporate Operations and Admin Manager

Job Details:

Salary £25,000 per annum

37.5 hours a week Full time employment

30 days leave per annum (plus bank holidays)

Ability to drive and have own transport.

Norfolk Primary Care

Norfolk Primary Care Ltd is an alliance of 19 GP Practices in North Norfolk. The organisations aim is to sustain the delivery of primary care at scale, while supporting workforce development and improving access to primary care.

Norfolk Primary Care is developing an environment that is supportive and interesting for all of our staff and one in which people can grow their careers in line with the organisations aims and aspirations.

Summary Job Role

Key Responsibilities Business Support

Ensure a proper flow of office procedures and support the Corporate Operations and Admin Manager by carrying out office duties. Maintain a positive and friendly image by acting as the first line of contact to visitors, stakeholders and colleagues in person, online, and via telephone.

Support the delivery of the governance team providing a professional, high quality and timely HR admin and recruitment function.

Office Administrator Key Tasks:

• Provide support to the Programme Management Team

• Communicate with relevant stakeholders as necessary.

• Arrange meetings by scheduling appropriate meeting times, booking rooms.

• Populate plans/reports/presentations/other documents as required.

• Manage correspondence by answering emails.

• Assist in planning and arranging events, including organising catering.

• Answer phone calls and transfers them as necessary.

• Draft, format, and prints relevant documents.

• Photocopy and file appropriate documents as needed.

• Attend workshops and conferences when requested.

• Build relationships and co-operate with internal and external stakeholders to enable the successful collection of data and ability to secure information easily.

• Respond to internal and external queries independently using own initiative and in a friendly manner.

• Provide a reception function for NPC to deal with callers and visitors in a timely and professional manner.

• Asset Register management upkeep of spreadsheet.

HR Administrator Key Tasks:

• Recruitment administration including Immigration and Right to Work document checks. Occupational Health assessments reference documentation, professional registration checks, offer letters, contract documentation and notifying unsuccessful candidates.

• Ensure termination of employment checks are administration efficiency.

• Coordinate and participate in the induction of new staff.

• Be responsible for allowing user access to SharePoint and the e learning system for training.

• Organise resources required for new employees to include IT, mail access and equipment as required.

• Maintain HR database TEAMNET of all staff including all documentation required to provide high level assurance.

• Probationary and annual appraisal documentation including training plans.

• Administer the sickness absence process including tracking and monitoring sickness absence.

• Calculate and maintain annual leave records including TOIL.

• Upkeep of electrically stored personnel records including archiving for leavers using the Records Retention policy guidance

• Maintain the mandatory training schedule with reminders to employees regarding overdue training.

• In conjunction with the Corporate Affairs and Governance Lead assist with the ongoing development and distribution of all policies and procedures.

• Develop and maintain systems as required.

Communication

• Utilise and demonstrate sensitive communication styles.

• Communicate and maintain, effectively with stakeholders, patients, and carers, recognising the need for alternative methods of communication to overcome different levels of understanding, cultural background and preferred ways of communicating.

• Anticipate barriers to communication and take action to improve communication.

• Ensure awareness of sources of support and guidance and provide information in an acceptable format to service users, recognising any difficulties and referring for further support where appropriate.

Delivering a quality service

• Prioritise, organise and manage own workload in a manner that maintains and promotes quality.

Leadership personal and people development

• Take responsibility for own learning and performance including participating in coaching/supervision and acting as a positive role mode

• Actively promote the workplace as a learning environment, encouraging everyone to learn from each other and from external good practice.

• Critically evaluate and review innovations and developments that are relevant to the area of work.

Team working

• Understand own role and scope and identify how this may develop over time.

• Work as an effective and responsible team member, supporting others and exploring the mechanisms to develop new ways of working.

• Prioritise own workload and ensure effective time-management strategies are embedded within the culture of the team.

Management of risk

• Manage and assess risk within the areas of responsibility, ensuring adequate measures are in place to protect staff and service users.

• Monitor work areas and practices to ensure they are safe and free from hazards and conform to health, safety and security legislation, policies, procedures and guidelines.

• Participate in mandatory and statutory training requirements.

Managing information

• Use technology and appropriate software as an aid to management in planning, presenting, and communicating information.

• Manage information searches using the internet and local library databases.

• Understand responsibility of self and others to the organisation regarding the Freedom of Information Act

Learning and development

• Disseminate learning and information gained to other team members in order to share good practice and inform others about current and future developments (e.g. courses and conferences)

• Assess own learning needs and undertake learning as appropriate.

Equality and diversity

• Identify patterns of discrimination and take action to overcome this and promote diversity and equality of opportunity.

• Enable others to promote equality and diversity in a non-discriminatory culture.

• Support people who need assistance in exercising their rights

• Act as a role model in the observance of equality and diversity good practice

Infection Control

• NNPC staff are responsible for protecting themselves and others against infection risks. All staff, regardless of whether or not they deliver a clinical role, are expected to comply with current infection control policies and procedures.

Sustainability and Carbon Reduction

• All staff are expected to work in a sustainable manner, demonstrating consideration for environmental issues and the adoption of alternative working practices where possible to contribute to carbon reduction.

Person Specification

Qualifications

Essential

• Qualifications
• Educated to NVQ Level 3 in a relevant subject or equivalent previous proven experience.
• 5 GCSEs at Grades A-C, including English.
• Experience
• Experience in conducting HR Admin
• Experience of working with administrative practices and procedures
• Experience of using and maintaining databases/spreadsheets and using advanced functions of Microsoft Office software
• Experience of dealing with the public
• Skills, Abilities and Knowledge
• Ability to organise meetings.
• Diary management
• Excellent communication skills verbal and written.
• Ability to develop administrative systems/procedures.
• Ability to work on own initiative as well as within a team.
• Attention to detail.
• Accuracy
• Ability to manipulate and present data for relevant audiences.
• Knowledge of Microsoft Office Word, Outlook, Excel, PowerPoint,

Desirable

• Record of working in fast paced HR Admin team dealing with recruitment and onboarding of new staff

Employer details

Employer name

Norfolk Primary Care C.I.C.

Address

3rd Floor, Reed House

Peachman Way

Broadland Business Park

Norwich

NR7 0WF

Employer's website

https://norfolkprimarycare.com/ (Opens in a new tab)