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.
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.
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.
