Business Support Assistant

**Updated Dec 22**

**TRAFALGAR MEDICAL GROUP PRACTICE**

**JOB DETAILS**

**JOB TITLE: Business Support Assistant**

**REPORTS TO: Business Manager**

**HOURS: 30 - 37 hours per week**

**Introduction**

Portsmouth is a dynamic and vibrant coastal city with miles of coastline, proud maritime history and world-class attractions meaning there’s so much to see and do in our great waterfront city. We’re looking for people who want to make a difference to the residents of Portsmouth; to support us in our aim of achieving ‘a happy and healthy city’ by 2040. We do everything we can to enhance wellbeing for everyone in our city by offering the education, care and support that every individual needs for their physical and mental health. We want our staff to benefit from that too.

The Trafalgar Medical Group Practice is a 27,000 patient list, 7 GP Partner Practice situated in the heart of Southsea. The Practice operates across 2 sites. The Practice is also the lead Practice for the
Portsmouth South Coast Primary Care Network.

Due to planned retirement an exciting opportunity will become available to join the Practice to support the management team in a forward thinking, developing, busy, and diverse GP Practice. We are looking for a Business Support Assistant to join us who can integrate well and who has skills to offer which can benefit our patients. You will work closely with our Business Manager and Assistant
Business Manager and the wider management team.

Previous experience within Primary Care would be desirable, but primarily we are looking for someone who has experience of working in a similar role and has some experience of payroll.

**Job Summary**

The Business Support Assistant will work closely with the Business Manager, Assistant Business
Manager and the Senior Management team for both sites that make up TMGP to provide an administrative service for all aspects of the Partnerships Business.

**Main Responsibilities**
- To provide a full range of clerical and administrative support services.
- Act as a first point of contact for the Business Manager and Assistant Business Manager dealing with routine matters and providing briefing as required.
- Coordinate and proactively manage the Business Managers diary liaising with the rest of

TMGPs management team as required.
- Arrange and administer Practice meetings including co-ordination and preparation of agendas.
- Minute taking for the Practice Business Meeting, Management Team meetings and other

Practice meetings as required.
- Liaise with outside agencies and companies in support of the day-to-day management of the

Partnership to include ICB, NHS(E), suppliers and non-NHS customers.
- Undertake routine financial administration to include:
Management and co-ordination of the Petty Cash systems for the Practice.

Collate receipts and supporting administration for the Practices card payment system.
Collate cheques and cash for banking on a weekly basis. Briefing the Business Manager on any discrepancies as they arise.
Assist the Business Manager in the management of the Practice accounts ledgers currently via

QuickBooks on-line. To include collation of invoices for payment and dispatch of remittance notices once paid.

Assist the Business Manager in preparing the EOY accounts including submission of EOY pension admin.

Collation of monthly overtime and routine payroll documentation, including new starters and leavers and compile the monthly payroll via the IT payroll software (currently Kashflow) to enable the Business Manager to run the monthly payroll.
- Recruitment administration as directed by the Business Manager, including the posting of vacancies on NHS Jobs, preparation of staff contracts, offer letters and requesting of references.
- Assist Business Manager in the administration of the Practice NHS Pensions and NEST

Pension requirements.
- Manage the correspondence and administrative arrangements for Practice DVLA medicals, liaising with the DVLA as required.
- Manage correspondence for the Business Manager and Operations Managers including word processing and proof reading.
- Collate and analysis information as requested.
- Support the development of Practice systems and processes.
- General administrative tasks, including photocopying and preparing meeting packs etc.
- Cover other work at a similar level where required.

**Confidentiality**

Ensure and promote confidentiality throughout all aspects of your duties.
- In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.
- In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to information re