Business Administration Support

6 months ago

Norwich, United Kingdom North Norfolk Primary Care Ltd Full time

**Role Description**

**Post**: Business Administration Support

**Base**: Reed House, Broadland Business Park Norwich
- Hybrid working following successful probationary period.

**Reports to: Office Manager**

**Finance Director**

**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.

**North Norfolk Primary Care**

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

North 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**

**Working as part of an emerging organisation to provide a high-quality, comprehensive and pro-active business support function to support the delivery of the aims and objectives of North Norfolk Primary Care**

**Key Responsibilities Business Support**

Ensure a proper flow of office procedures and support the Office 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.

Validation and process invoices onto system ready for payment, and communicate when necessary to ensure stakeholders are kept informed of possible discrepancies.

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.
- Liaising with GP’s on a regular basis.
- Maintaining the clinical workforce database including rota management.
- Populate plans/reports/presentations/other documents as required.
- 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 NNPC to deal with callers and visitors in a timely and professional manner.
- Asset Register management - upkeep of spreadsheet.

**HR Administrator Key Tasks**:

- 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 a

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