Business Administrator in Radstock

This is a key, fast-paced role at the heart of a busy, forward-thinking GP practice. As part of our Business Administration Team, you'll play a vital role in keeping the practice running smoothly by supporting HR, finance, and complex appointment and rota management across multiple clinical teams and sites. This role is ideal for someone who is highly organised, adaptable and enjoys variety. No two days are the same: you'll work closely with managers, clinicians and fellow administrators to ensure staff are supported, rotas are accurate, compliance is maintained and patients receive a safe, well-planned service. You'll gain a broad understanding of how a modern GP practice operates, with opportunities to develop your skills, take ownership of key processes and make a real impact.

Main duties of the job

• Provide comprehensive administrative support across HR, finance and appointment/rota management within a busy GP practice.
• Work collaboratively with the Business Administration Team to ensure continuity of cover and understanding of all core functions.
• Manage HR administration including recruitment compliance, staff records, locum and trainee documentation, and annual leave administration.
• Support financial processes by assisting with invoicing and maintaining accurate electronic records within accounting systems.
• Coordinate and maintain complex clinician, trainee and specialist appointment rotas across multiple sites, ensuring accuracy, capacity planning and forward availability.
• Monitor leave, sickness and gaps in clinical cover, escalating issues early and supporting rearrangement of patient appointments when required.
• Support seasonal campaigns, room allocation, locum bookings and trainee inductions related to non-clinical systems.

About us

We are a large practice (circa 19000 patient population) based in the heart of the B&NES countryside. We have a large multidisciplinary team, supported by a range of clinical modalities including nursing, a pharmacy team, physiotherapy and home visiting practitioner.

Job responsibilities

The duties and responsibilities to be undertaken by members of the administration team may include any or all of the items listed below. Duties may be varied from time to time under the direction of a member of the management team dependent on current and evolving practice workload and staffing levels:

• To work closely with the other members of the business administration team, understanding their roles and knowledge of the basics of all areas the team supports to cover for absence and leave.
• Ensure Locums and trainees have all HR paperwork needed for compliance with HR laws and practice policy and that the management involved have the necessary information and paperwork available to use as needed. Keep meticulous records and ensure that these are the same for each employee and all filed consistently in the HR folders and so staff can view their own information on Team net.
• Administer annual leave for all staff, including yearly entitlements and associated queries. Provide guidance and respond to staff enquiries related to annual leave matters.
• Assist with the preparation and issuing of invoices for outstanding payments. Scan, upload, and accurately file documents within the practices online accounting systems and Teamnet.
• Support managing the day-to-day running of the GP, paramedic, physician associate and trainee appointment rotas as per the practices appointment handbook ensuring all three sites are covered appropriately and GP rotas are on, available and accurate on the clinical system at least 4 weeks ahead.
• Assist to ensure all GP, PA and trainee leave and absence is managed on the appointment system and where gaps in appointment capacity occur to flag these to the Operational Manager well in advance so cover can be arranged if necessary.
• Ensure all speciality rotas, care home rounds and tutorials are entered on the rota correctly, making sure there are no waiting lists for specialist appointments, coil, joint injections and minor ops; working with the secretary team to make sure there is no waiting list for medicals.
• Calculate the necessary triage appointment capacity each week with support from the Operational Manager.
• Manage the balance of red, amber and green triaged appointments each day/week as per the appointment handbook to allow for clinician availability and seasonal changes.
• Support the development of rotas for seasonal campaigns such as flu and covid vaccinations and monitor availability daily.
• Ensure the room rota is printed and displayed a month in advance and updated when changes occur.
• Ensure locums are booked when advised and required and ensure their rotas are added to the system.
• When there is sickness within the clinical team, contact the patients affected using practice protocols and rearrange their appointments as appropriate.
• Provide an induction session to all registrars and trainees in the non-clinical elements of the clinical system such as communication, rotas and general use.
• Maintain trainee and registrar schedules and rotas and build schedules for future trainees.

Flexibility

The nature of this post may change and develop, in consultation with the post holder. This Job Description is neither exhaustive nor exclusive and will be reviewed periodically in conjunction with the post holder. The post holder is required to carry out any duties that may reasonably be requested by the Partners or management team. Attend and participate in any team or whole practice meetings when required. These may be on days you do not normally work; however, you will be at times expected to attend and overtime will be paid. Notice for such meetings will be given in advance. To take part in full in the appraisal and training structures of the practice including ensuring all mandatory training is in date. Provide administrative support to the management team as requested. Other duties as requested from time to time.

Person Specification

• Knowledge of TPP/SystmOne
• Experience with TeamNet
• Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.