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Building Administrator

4 months ago

Haddington, United Kingdom Tyne Medical Practice Full time

**JOB TITLE**:
Building Administrator

**RESPONSIBLE TO**:
The GP Partners of Orchard, Tyne and Lammermuir and Medical Practices.

**LINE MANAGER**:
Group Staff partner (by annual rotation)

**LOCATION**:
Newton Port Surgery

Newton Port

Haddington

EH41 3NF

**HOURS OF WORK**:
Usual hours of work will be 16 hours per week. The hours should be worked over 4 days; this must include a Friday from 12pm - 1.30pm. Flexibility will be required on occasion for responsibilities attached to the role.

**SALARY RANGE**:
£30,000 - £34,000 pro rata ( £15.59 - £17.67 per hour)

**JOB PURPOSE**:
The Building Administrator will be responsible for the operational management and day to day running of the Newton Port group of practices ‘The Group,’ working alongside the partners and managers of each practice to ensure the smooth running of the building and its shared staff.

**MAIN OBJECTIVES OF THE POST**
- Day to day running of the premises including stock, logistics and maintenance.
- Line management responsibility for the shared team members of the 3 practices.
- Manage group finances, payroll and invoices.
- Develop, manage and maintain management policies and procedures to ensure the practice premises are maintained to a high standard and adhere to the Health & Safety at Work guidelines.
- Support and liaison with the partners and managers of the 3 practices.

**PERSONNEL**
- Interviewing, appointing, supervising, training and welfare of domestic assistants and any other non clinical group employed staff (i.e. gardener).
- Interviewing, appointing, supervising, induction and welfare of Treatment Room Staff.
- Issue of up to date contracts of employment to Group staff.
- Conducting annual appraisal and performance management of Group staff.
- Planning and organising Group staff holiday and sickness cover.
- Overseeing and welfare of other Health Authority staff using the premises.
- Organise biannual group Christmas party.

**FINANCE**
- Overseeing group staff salaries, calculating payroll, maintain and reconcile group accounts.
- Submitting claims for any group reimbursements.
- Accounting for and maintaining petty cash and bank accounts.
- SSP regulations and implementation.
- Payments and invoices to/from suppliers.

**LIAISON**
- Circulating information, organising meetings, interviews, room bookings.
- Liaising with doctors, Practice Managers, Health Board Staff.
- Regular meetings with Practice Managers.
- Reporting organisational matters to supervising GP and Group at Group Meetings.
- Receiving visitors, organising visits, arranging for GPs presence as necessary.

**DOCUMENTATION**
- Documentation of statistics, staff records and forms.
- Ordering and controlling equipment, group furniture and fittings.
- Maintaining inventories.
- Communicating with GPs and PMs with new, improved or changed routines.
- Dealing with Group non-medical correspondence.
- Maintaining records of all relevant information and instructions.
- Taking and reproducing minutes of Group related meetings, following through on tasks arising.

**HEALTH AND SAFETY**
- Maintenance and replacement of group equipment.
- Maintaining current knowledge on safety issues and safety legislation.
- Annual Risk Assessment.
- Instituting and organising safety procedures and investigating accidents on premises. Ensuring all staff aware of security and safety arrangements.
- Maintenance all electrical equipment.
- Co-ordination of the annual calibration of medical equipment.
- Appointing and supervising contractors.

**PREMISES**
- Overall control and supervision of cleanliness, hygiene, appearance of premises and working conditions.
- Initiating general maintenance and repairs to building, plant and grounds.
- Planning, initiating and overseeing improvements.
- Supervision of all contract supplies and services.
- Minimising wastage, maximising savings.
- Maintaining contact with Landlord.
- Key-holder for out of hours access to premises.
- Primary contact for the alarm company out of hours.

**Job Types**: Part-time, Permanent
Part-time hours: 16 per week

**Salary**: £15.59-£17.67 per hour

**Benefits**:

- Company pension
- Free flu jabs
- Sick pay

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Haddington, EH41 3NF: reliably commute or plan to relocate before starting work (required)

Application question(s):

- Do you have previous line management experience for staff?
- Do you have a working knowledge of Health and Safety at Work legislation?
- Do you have experience of preparing day to day business accounts?
- Do you have experience of running day to day payroll?

**Education**:

- GCSE or equivalent (required)

**Language**:

- English (required)

Work authorisation:

- United Kingdom (required)

Work Location: In person

Application deadline: 01/09/2023
Reference ID: NPSAA001