Operations Support Administrator – James Street Group Practice

The closing date is 21 June 2022

Job summary

Workington GP Practice has an exciting opportunity for an Operations Support Administrator, within the newly merged, 5 site practice.

This is a newly created role and for the right candidate will offer scope of a busy but demanding role. You will work closely and report to the Service Delivery Lead and Senior Administrator ensuing the day to day operations of the practice run smoothly. You will be an enthusiastic, motivated and dynamic individual who is able to organise and co-ordinate a wide range of tasks often within tight timescales and work well under pressure. This is an exciting role and an exciting time to be joining the team where we are striving to make a real difference to the delivery of primary care services in Workington.

Main duties of the job

Duties will include, but are not limited to:

HR Administration

Management of electronic HR system

Supporting the recruitment and application process

Advertising vacancies on websites and NHS Jobs

Co-ordinate all recruitment, selection and on-boarding administration activities

Sending application to recruitment panels to complete shortlisting and setting up interviews

Sending for reference requests

Preparing and issuing conditional offer letters

Requesting and completing pre-employment checks

Preparing and issuing contracts and addendums

Preparing and submitting payroll forms

Completing new starter administration and entering onto the HR system

Recording of staff annual leave and sickness

Setting up new starters IT accounts

Finance Administration

Supporting the Service Delivery Lead with areas of finance management.

Learning and development

Coordinate all learning and development and appraisal activities

You will assist with scheduling training and organising and completing bookings for external training.

Assist with sending and collecting appraisal training feedback forms.

About us

North Cumbria Primary Care Ltd (NCPC) is an innovative not for profit social enterprise, established to create a network of great surgeries which sustains and supports the development of general practice across the local area. We enable our member general practices to continue to operate as local family practices with the benefit of a large and robust infrastructure to provide support. Primary Care in Workington is currently going through a major transformational redesign of our clinical model to develop and sustain primary care services, support new ways of working to increase efficiency and improve patient experience of the services we deliver.

Job description

Job responsibilities

Providing dedicated day to day administrative support to the Locality Lead, Service Delivery Lead and Senior Administrator for all HR functions, finance processes, incident management and appointment system maintenance. Ensure all administrative and clerical requirements are provided in a timely and efficient manner in accordance with NCPC policies and procedures.

HR Administration

· Management of electronic HR system

· Supporting the recruitment and application process

· Advertising vacancies on websites and NHS Jobs

· Co-ordinate all recruitment, selection and on-boarding administration activities

· Sending application to recruitment panels to complete shortlisting and setting up interviews

· Sending for reference requests

· Preparing and issuing conditional offer letters

· Requesting and completing pre-employment checks

· Preparing and issuing contracts and addendums

· Preparing and submitting payroll forms

· Completing new starter administration and entering onto the HR system

· Recording of staff annual leave and sickness

· Setting up new starters IT accounts

Finance Administration

Supporting the Service Delivery Lead with areas of finance management.

Learning and development

· Coordinate all learning and development and appraisal activities

· You will assist with scheduling training and organising and completing bookings for external training.

Assist with sending and collecting appraisal training feedback forms.

Person Specification

Qualifications

Essential

• GCSE qualifications or equivalent

Desirable

• NVQ in Business/Administration

Experience

Essential

• – Excellent communication (orally and written) and listening skills
• – Experience in use of IT systems e.g. MS Outlook, MS Word, Excel and the internet
• – Negotiation and conflict management skills
• – Ability to prioritise and work to tight deadlines when faced with conflicting demands
• – Demonstrate good attention to detail

Desirable

• – Experience of working in primary care
• – Previous experience in Administration
• – Knowledge and experience in the use of EMIS clinical system
• – Experience in a public facing role
• – Customer service skills

Personal attributes

Essential

• – Ability to work and act on own initiative
• – Willingness to work flexibly
• – Approachable
• – Polite and tactful
• – Ability to use own judgement, resourcefulness and common sense
• – Ability to prioritise and work to tight deadlines when faced with conflicting demands
• – Ability to remain calm, focused and efficient when managing conflict
• – Ability to develop effective administration and support systems.
• – Demonstrate good attention to detail
• – Work methodically with accuracy ensuring attention to detail
• – The ability to manage multiple activities

Other Requirements

Essential

• Flexible to work at desired times including late evenings and some weekends if required

Desirable

• Full Clean Driving Licence

Employer details

Employer name

James Street Group Practice

Address

Orchard House, Ann Burrow Thomas Health Centre

29 South William Street

Workington

Cumbria

CA142ED

Employer’s website

https://www.jamesstreet-workington.nhs.uk/ (Opens in a new tab)