About this role
Job summary
We are seeking an enthusiastic and highly organised Business Support Administrator to join our busy and forward-thinking team.
This is a varied role, and the successful candidate will provide administrative support across payroll, HR, estates, compliance, health & safety, and operational activities.
Main duties of the job
Provide administrative support to the Practice/Operational Managers.
Prepare and process payroll information for submission to the external payroll provider.
Support recruitment, onboarding, induction, and staff record management.
Maintain training, DBS, and compliance records.
Assist with facilities and estates management, including maintenance issues and contractor liaison.
Assist with maintaining policies, procedures, risk assessments, and governance documentation.
Liaise professionally with staff, patients, contractors, and external organisations.
About us
Elmham Group of Practices is a well established, dispensing GP surgery serving 10,000 patients across two sites in North Elmham and Swanton Morley. Located in the rural countryside of Mid Norfolk and within easy reach of Norwich, we are supported by a dedicated team of more than 40 clinical and administrative staff who work collaboratively to deliver high quality patient care in a friendly and supportive environment. We are also a committed training practice, supporting GP registrars, nursing trainees, and the ongoing development of all staff.
Job description Job responsibilities
The post holder will provide administrative, payroll, estates, HR, and operational support to ensure the smooth and efficient running of the practice. Working closely with the Practice Manager, Office Manager, and Operational Managers, you will help maintain effective systems, processes, and records while supporting the delivery of high-quality services across multiple sites. You will have strong organisational skills, excellent attention to detail, and financial awareness, with responsibility for the accurate and timely management of payroll and other budget-related activities. You will be confident in prioritising a varied workload, maintaining compliance with relevant regulations, and developing positive working relationships with colleagues, patients, and external stakeholders. You will also have the vision, willingness, and drive to build on the practice's successful progress by supporting the adoption of new systems and ways of working, helping the organisation adapt to the evolving landscape of Primary Care Networks and Integrated Care Systems. This role requires a proactive and flexible individual who can identify opportunities for improvement, support change initiatives, oversee key administrative functions, and contribute to the effective management of estates, HR processes, data security, and health and safety compliance.
Job Responsibilities:
Supporting the Practice Manager
Assist the Practice Manager in adhoc administrative duties as and when required.Assist the Practice Manager in administrative duties of patient complaints.Collating key performance information from the management team and other providers.Executing tasks as directed by the Practice Manager related to change management and continuous improvement.Assist Operational Managers in reviewing and updating of practice systems, including Clarity, policies, procedures, and other practice documents.Payroll
Responsible for ensuring all payroll transactions are processed accurately and efficiently.Responsible for collecting, calculating, and entering data to maintain and update payroll information in readiness for the monthly submission to our external payroll provider.Assist with processing monthly payroll payments to employees and relevant HMRC/Pension.Liaise with external payroll provider.Responsible for maintaining payroll operations by following policies and procedures.Deal with employee payroll queries and other payroll duties as required by the business.Estate Management
Support the Office Manager in the following areas:
Day to day maintenance across the Group, collaborating with Departmental Leads.Point of contact for facility issues.Maintaining and updating issues on Clarity.Ensure service contracts are fit for purpose and deliver value for money.Maintain comprehensive documents including policies, risk assessments and maintain data on TEAMNET.Lead on reactive/proactive estate maintenance across all sites.Lead on reactive/proactive estate maintenance across all sites.HR
Support the Office Manager in the following areas:
Compliance registers and ensuring DBS checks are conducted.Compiling and sustaining precise and comprehensive HR records that include training records.Maintaining, developing and updating our practice portal TEAMNET.Onboarding/Offboarding/Inducting new staff.Managers/Lead have completed the relevant forms and saved to Teamnet.Staff handbook relevant and up to date.Creating job adverts and publishing on NHS jobs, collating applicants, and assisting in shortlisting and the interviewData Security
To provide oversight and support for effective data control and information management in line with GDPRHealth and Safety
Assisting the Practice Manager in monitoring compliance with health and safety regulations, offering guidance and leadership to staff and completing risk assessments.Ensure the Practice policies are understood and observed and that procedures are followed.Ensure the appropriate use of equipment and facilities and ensure the environment is maintained in good order.Take the necessary precautions to safeguard the welfare and safety of oneself and others in accordance with the Health and Safety at work act.General
Other duties/holiday cover that may be required appropriate to the level and nature of the post.Responsibility for the creation and updating of procedures notes for all tasks within the role.Proactively work to review process and implement improvements where possible.To be proficient at prioritising and organising workloadContribute to own supervision, development, and appraisal systems in line with Practice requirements.To undertake any training as deemed as necessary to carry out the full requirements of the post.The Partners of the Practice retain the right to amend the Job Description in consultation with the post holder and any agreed changes will be notified in writing within a month of any agreement.To liaise with patients, the public and other professionals as
Person Specification
Key Behvaiours Essential
Accountability Purpose Continuous improvement Communication Building know-how
Qualifications Essential
Sound educational background with excellent literacy and numeracy skills Experience of dealing with confidential and sensitive data and appropriate maintenance and storage of records
Desirable
Knowledge of payroll
Qualities / Attributes Essential
Ability to communicate politely on various levels Ability to work under pressure Ability to drive and deliver change effectively Maintain confidentially at all times Team player Flexible and adaptability Self-motivation Calmness, reliability Integrity
Desirable
Strategic thinking/Vision Entrepreneurial Flair
Other Essential
Clean driving license Car Owner Enhanced level DBS disclosure
Experience Essential
Computer literate Understanding of office procedures and protocols Experience of using Word and Excel Excellent attention to detail Able to work on own initiative Good standard of verbal and written English Excellent communication skills Ability to solve problems in a logical way within the role remit Ability to react confidently to new situations, using own initiative and available resources to complete tasks effectively
Desirable
Experience working in general practice Experience in Data Security
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.
Employer details Employer name Elmham Group of Surgeries
Address 59 Holt Road
North Elmham
Dereham
Norfolk
NR20 5JS
United Kingdom
Employer's website https://www.elmhamsurgery.com/ (Opens in a new tab)