Executive Officer

Taurus Healthcare Limited

Job summary

*Taurus Healthcare are advertising on behalf of the Worcestershire Local Medical Committee*

Employer: Worcestershire LMC

Hours: 20 per week

Location: Remote working / Worcestershire based

Please contact Gill Farmer to discuss this position: gfarmer@worcslmc.co.uk

An exciting opportunity has arisen for an experienced Office Administrator to run the LMC business function and support the work of the Medical Secretary. The LMC is the statutory body which represents the interests of all GPs in the county.

We are recruiting to a part time post of 20 hours per week from Monday to Thursday including one monthly evening meeting. The successful candidate would be required to work remotely at the current time.

Main duties of the job

Job Purpose:

· To ensure the effective and efficient management of the Worcestershire LMC.

· To provide administrative support to the Medical Secretary.

· To assist the Medical Secretary in the support of General Practitioners and members of the Worcestershire LMC.

· To provide support to formal Worcestershire LMC meetings.

· Co-ordination of meetings and conferences for Worcestershire LMC.

· To manage and maintain the Worcestershire LMC website and Twitter accounts.

· To manage the LMC database and maintain accurate electronic membership information.

· To manage archive and filing systems.

· To provide day-to-day management of non-clinical staff within the Worcestershire LMC and HR management of these staff.

· To develop and maintain individual and team performance.

· To provide general guidance to the Worcestershire LMC of any legislative changes which may affect the general management of the Worcestershire LMC.

· To ensure the financial stability and efficiency of the Worcestershire LMC with the Medical Secretary and Treasurer.

· To ensure compliance with all current health and safety and employment legislation.

· To support and encourage development of the Worcestershire Practice Managers Groups.

About us

We are a democratic body. Our LMC Committee consists of GPs elected by constituency across the county of Worcestershire. We co-opt representatives who may have a particular interest such as rural dispensing. Practice Managers are represented as are Non-Principal GPs and GP Registrars. The LMC has close links with the General Practitioners Committee nationally.

Job description

Job responsibilities

MAIN DUTIES AND RESPONSIBILITIES

• Preparation of financial report and business plans for the Worcestershire LMC.
• Manage the day-to-day financial management of the organisation.
• Calculate and arrange funding by means of statutory and voluntary levies.
• Keep the committee’s cheque book, retain receipts and make payments.
• Receive bank statements and reconcile with the cash book.
• Calculate and pay all honoraria to members and officers including attendance honoraria.
• Keep all Income Tax and National Insurance documents, responsible for payments to Inland Revenue and annual returns.
• Complete co-corporation tax returns if required.
• Prepare committees annual statement of accounts and liaise with our Accountant.
• Development, implementation and review of Worcestershire LMC policies and procedures
• Day-to-day operational responsibility for efficient operation of information management and administrative support.
• Assist on behalf of Worcestershire LMC in dealings with the West Midlands Regional LMC, GPC, local PCT, Solicitors, Accountants and other relevant organisations.
• To maintain an awareness of national guidance and assist in the development of the LMCs local response and advice to GPs.
• Liaise with and advise local GPs on the Regulations, Terms of Service and all other matters relating to the provision of general medical services such as problems arising from the actions of the Primary Care Trust; problems with dispensing and partnership problems in consultation with the Medical Secretary.
• Review, update and maintenance of Worcestershire LMC web site.
• Distribution of Worcestershire LMC Newsletters
• To implement a Worcestershire LMC database.
• To manage, update and maintain membership records within the database.
• To arrange and co-ordinate meetings of the Worcestershire LMC providing full administrative and secretarial support; distribution of agenda and meeting papers, minute taking, transcription and distribution and follow up.
• To undertake the typing of correspondence
• To arrange and co-ordinate meetings for the Medical Secretary, assembly and distribution of papers, attendance and minute taking as required.
• To coordinate requests from members of Worcestershire LMC and other practices for assistance from the Medical Secretary.
• Regularly read through LMC list server and determine what information should be distributed.
• Arrange the LMC Annual Dinner.
• Attend LMC Annual Conference with representatives from the committee.
• To book transport, hotels and meals for Worcestershire LMC members.
• To manage incoming and outgoing communications and information of the organisation, answering telephone, dealing with LMC queries, opening, distributing incoming post and mailing outgoing post.
• Maintain and develop filing and archiving system, file and retrieve correspondence/documentation as appropriate on the cloud based system.
• Purchase of all office equipment and supplies.
• Day-to-day responsibility for Worcestershire LMC equipment maintenance, testing, repairs and security in line with legislative and insurance requirements.
• Organisation and attendance of team meetings, ensuring exchange of development information.
• Day-to-day responsibility for the HR function including non-clinical staff recruitment, training, appraisals, contracts of employment, payroll and pension scheme arrangements.
• Ensure that all training, development and induction of non-clinical office staff members are undertaken in line with policies and procedures, ensuring ongoing reviews are undertaken.
• Oversee all holidays ensuring minimal disruption and continuous cover. Arrange temporary staff cover as necessary.
• This job description is not exhaustive and may be adjusted periodically after review and consultation. You will also be expected to carry out any reasonable duties, which may be requested from time to time.
• Work safely at all times in accordance with legislative requirements and Worcestershire LMC policies and procedures.
• Participate in annual appraisal and agree an annual personal development plan.

Person Specification

Knowledge and Skills

Essential

• Ability to compose written correspondence to a high standard.
• Excellent communication skills and telephone manner, with the ability to resolve issues appropriately.
• Excellent interpersonal skills, with the ability to communicate effectively with a diverse range of people, establishing and maintaining effective working relationships.
• Flexible, with the ability to work on own initiative and to tight timescales.
• Proactive, organised and methodical, with an ability to grasp detail and complexity and reach appropriate resolutions.
• High level of personal and professional commitment.
• Ability to demonstrate a methodical, organised and flexible approach to work.
• Ability to plan, organise and prioritise workload to meet deadlines.
• Professional approach.
• Ability to design and process a wide range of documents paying attention to details.
• Ability to maintain a high level of confidentiality and discretion at all times.

Desirable

• Knowledge or experience of the NHS.
• An understanding of primary care legislation.

Qualifications

Essential

• Educated to GCSE level as standard or equivalent.
• Knowledge of accounting systems.

Desirable

• Educated in a business related subject.
• I.T. equivalent training.

Experience

Essential

• Proven experience of using Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Proven practical experience of setting up and maintaining effective and efficient workflow and administrative systems.
• Proven experience of working as an administrator with a significant level of responsibility.
• Proven experience of managing IT systems and the ability to resolve issues.
• Experience of accounting systems and PAYE.
• Working as part of a team and using their own initiative.
• Responding to queries and problem solving.
• Setting up and maintaining manual and electronic filing systems.
• Experience of minute taking and accurate recording of meetings.
• Experience of using social media / Twitter.

Desirable

• Experience of working remotely.

Employer details

Employer name

Taurus Healthcare Limited

Address

Doctors Surgery

Adelaide Street

Bath Street

Redditch

Worcestershire

B97 4AL

Employer's website

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