Executive Assistant to Head of Business - Oxford, United Kingdom - 27 @ Northgate

Description

We are looking for an experienced administrator to assist and support the Head of Business, Administration & Finance (HBAF).

This is a new and exciting opportunity to be a key support to the management team with varied responsibilities working towards the strategic goals of the practice.

We are a GP Practice is based at Northgate Health Centre with a list size of 14,000 patients. We are situated in the heart of Oxford in a state-of-the-art purpose-built building which opened in 2022. We have a dedicated multidisciplinary team putting patient care at the heart of everything we do.

Key Responsibilities


General

• To undertake regular tasks and special projects as delegated by HBAF, the range of work undertaken in providing management support will vary in detail in the light of changing demands and priorities within the Practice.
• Convene meetings, prepare agendas, take minutes and ensure distribution of minutes as necessary.
• Ensure the Policy and Procedure tracker is maintained and updated with relevant leads notified of any policies that are due for review.
• Administratively support the Practice and HBAF in maintaining its CQC Good rating and strive towards an Outstanding rating.
• Administratively support for patient feedback (including the Friends & Family Test), acknowledging complaints and ensuring complaints are responded to within policy requirements.
• Working with the governance lead, administratively lead on the governance framework ensuring significant event analysis & Risks are documented appropriately.

Human Resources

• Organise yearly appraisals for all staff
• Manage all recruitment and selection processes of all staff, working with the HBAF to review and create job descriptions and person specifications, prepare adverts, support with shortlisting and organising interviews.
• Assist with creating employment contracts and ensure all new starter paperwork is completed.
• Ensuring any changes to employment contracts are recorded.
• Prepare and organise inductions for all new staff inclusive of temporary and permanent roles.
• Onboard new starters ensuring mandatory training and occupational health records are obtained and complete.
• Process DBS checks for all new starters.
• Support in preparing induction & timetables for all students & training doctors with the Education and Teaching Leads
• Ensuring exit interviews take place when offboarding a member of staff.
• Digitalisation and maintenance of all HR records inclusive of temporary and permanent staff.
• Maintain rota of leave for clinical & admin staff in liaison with the HBAF, ensuring adequate staffing.
• Recording all staff absences on the electronic record.
• Keeping all occupational health records up to date.
• Maintaining the staff training matrix and ensuring staff compliance
• Be the point of contact for booking staff training online and face to face.
• Ensuring all overtime and pay amendments are reported to HBAF in time for payroll cut off.

Organisational

• Compiling updates and circulating these to staff on a weekly basis.
• Ensuing refreshments are replenished on a weekly basis
• Organise staff social events with the support of other team members.
• Order lunch and refreshments for meetings and events
• Working with the HBAF on ensuring room plan is used efficiently to maximise income.
• Support with audits and reports as required.

Financial

• Assist with raising invoices, and tracking outstanding invoices, chasing payment where required.

Job Types:
Part-time, Permanent


Salary:
£28,000.00-£32,000.00 per year


Benefits:

• Cycle to work scheme
• Free flu jabs

Schedule:

• Flexitime
• Monday to Friday

Work Location:
In person

Application deadline: 30/04/2024