Administrator (Operational)

JOB DESCRIPTION FOR ADMINISTRATOR (OPERATIONS),
COVENTRY AND WARWICKSHIRE LOCAL MEDICAL COMMITTEES (LMC)

JOB TITLE: Administrator (Operations)

REPORTS TO: Executive Officer

HOURS: Between 15 and 20 per week (tb discussed)

SALARY: £33,000 FTE

Coventry and Warwickshire Local Medical Committees represent approximately 500 constituent NHS General Practitioners and 120 practice teams in Coventry and
Warwickshire. All GPs whether principals or salaried, are constituents of the LMC.
Locum doctors are fully represented subject to a levy being paid. The LMC represents
GPs in discussions with local, regional and national health bodies. The LMC also has a significant pastoral function.

The main office is in Warwick and you will need to be able to come to the office if required as well as attend some meetings at various locations in the Coventry and
Warwickshire area. However, flexible options including significant homeworking are keenly supported.

You will be playing an important role within the LMC team responsible for running the finance and administrative function for both Warwickshire LMC and Coventry
LMC.

Job summary:
Working closely with the Executive Officer, the post holder will contribute to the smooth running of the Office for both Warwickshire LMC and Coventry LMC. Providing excellent finance and administrative support to the LMCs and supporting the Executive Officer and elected Officers (all of whom are local GPs) the postholder will be a point of contact for GPs and Practices, ensure that contact details for constituents are kept up to date, administer the payroll, pay invoices as required, circulate information and update the website for the LMCs.

Being personable, highly organised and resourceful, the post holder will provide support to the Executive Officer and elected GP Officers

Operational responsibilities:

Administrative:

• Update Practice Contact Details
• Regularly monitor emails into the LMC Offices
• Circulate information to Practices and / or GPs
• Book rooms for LMC meetings and other ad-hoc meetings as required.
• Respond to routine enquiries,
• Maintain record of attendances by members at LMC meetings,
• Ensure Office supplies are maintained.
• Assist in LMC Elections – circulate / receive nomination papers, circulate/ receive voting papers etc.
• Maintain files as required.
• Take minutes of meetings as required.
• Support the Executive Officer as required.

Finance:

• Maintain the cashbook.
• Provide budget statements and year end accounts.
• Maintain bank accounts.
• Pay invoices in a timely manner.
• Make payments and send to Officers for authorisation.
• Raise invoices as required -ie levy payments and conference expenses
• Ensure renewal of Annual Subscriptions (ie insurance / legal advice etc).
• Process salaries and pension contributions / enrolment.
• Prepare payment schedules.

IT

• Update the website (currently under development).
• Prepare documents as required.

General

• Provide cover for the Executive Officer if required in terms of taking minutes.
• Any other duties commensurate with the grade and as requested by the Executive Officer and Officers
• Carry out all duties in a professional and confidential manner

Confidentiality:

• Ensure that all confidentiality, data protection and information governance policies and guidelines are followed and strictly adhered to, reporting any infringements to the Executive Office immediately.

PERSON SPECIFICATION

Qualifications and/or Experience:

• Good standard of education with excellent literacy and numeracy skills
• Demonstrable previous experience of working in an office / NHS setting for 3 years+
• Demonstrable previous experience of working independently
• Demonstrable experience of payroll, bank reconciliation and budget monitoring
• Demonstrable previous experience of using a wide range of IT software packages including Microsoft 365 and finance packages
• Demonstrable experience of working as part of a team

Skills and Competencies:

• Developed relationship-building skills
• Good financial understanding
• Ability to work to tight deadlines while maintaining a high degree of accuracy and attention to detail
• Proven ability to communicate verbally with individuals at all levels of an organisation
• Proven ability to construct and compile written documentation of a high standard including accuracy of grammar, punctuation and spelling

Personal Attributes:

• Desire to deliver excellent service at all times
• A commitment to GP Practices and their teams
• Ability to plan and organise self and others
• Self-motivation
• Be able to work with others, support and show mutual respect
• Resilient to pressure
• Commitment and responsibility for maintaining personal and professional effectiveness in an evolving role
• Be prepared to work flexibly which could include hours and location

Benefits:

• Permanent contract (following 6 month probation period)
• Competitive salary of £33,000 FTE
• 25 days a year annual leave plus bank holidays (pro rata)
• Nest Pension arrangement
• Flexible working with 15 to 20 hours a week to be worked over 4 or 5 days, comfortable office, some meetings that need to be attended in person but much of the time the successful candidate can work in the office or from home.

Applications:
Applicants to submit a CV and cover letter by the end of Friday June 30th to: Maggie Edwards – maggie.edwardswarkslmc@nhs.net
Applications may close early due to a high number of candidates so you are advised to apply early.
Should you have any queries or require further information please email above address or call
Maggie Edwards, Executive Officer on 07840 233 073

Job Types: Part-time, Permanent
Part-time hours: 15 - 20 per week

Salary: £33,000.00 per year

Benefits:

• Flexitime

Schedule:

• Flexitime

Ability to commute/relocate:

• Warwick, CV34 6DZ: reliably commute or plan to relocate before starting work (required)

Work Location: Hybrid remote in Warwick, CV34 6DZ

Application deadline: 30/06/2023
Reference ID: LMCsAdminPostC&W