About this role
Job summary
Join The Whalebridge Group as a Business Administrator and play a key role in supporting our friendly, busy GP practice.
This varied part-time role offers the opportunity to develop your skills across HR, finance and general business administration, helping our team deliver an efficient, high-quality service to both staff and patients.
We are looking for someone who is organised, proactive and detail-focused, with strong administrative skills, good IT skills and the ability to handle confidential information with care. Experience in HR, finance or a similar administrative role would be an advantage, but a willingness to learn and a positive, flexible approach are just as important.
This is a part-time position of 20 hours per week, with flexibility around working hours between 8.00am and 4.00pm over 5 working days.
The role will be predominantly home-based, so you must be comfortable working independently from home, managing your own workload and communicating effectively with colleagues remotely. However, you will also be required to work across all three of our surgery sites in Swindon as and when required.
Main duties of the job
The Business Administrator will provide essential administrative support across HR, finance and the day-to-day running of The Whalebridge Group. Duties include supporting recruitment and onboarding, maintaining staff records, coordinating training and appraisals, and assisting with staff absence administration.
You will also support financial processes by recording transactions, processing invoices and purchase orders, maintaining spreadsheets and preparing accurate claims. The role involves managing information systems, supporting internal communications and meetings, and coordinating stock ordering and audits across our three practice sites.
This is a varied role requiring excellent organisation, attention to detail, discretion and the ability to manage competing priorities while working collaboratively with colleagues.
About us
The Whalebridge Group is a GP practice based in Swindon, providing primary healthcare services to our local community across three sites.
Our team brings together clinical and non-clinical colleagues who work collaboratively to support our patients and ensure the practice runs smoothly. We value teamwork, professionalism, reliability and a positive approach, with everyone playing an important part in delivering a high-quality service.
Working at The Whalebridge Group offers the opportunity to be part of a busy and varied healthcare environment where no two days are quite the same. We encourage staff to develop their skills, share ideas and contribute to improving the way we work.
As a Business Administrator, you will work closely with our HR, Business and Finance team, gaining experience across different areas of practice operations. You will be joining a role where your contribution behind the scenes makes a real difference to both our staff and the patients we care for.
Job description
Job responsibilities
MAIN ROLE AND PURPOSE OF THE POST
The Business Administrator will support the team to:
Provide HR functions and training for all staff.
Ensure that accurate information is available to staff and patients.
Provide accurate records of financial transactions.
Ensure monthly financial claims are reported and submitted accurately.
SPECIFIC RESPONSIBILITIES
Administer the recruitment, employment and induction of all new staff.
Administer all absences including annual, sick, maternity, paternity, parental, compassionate and special leave.
Administer staff training, appraisals, registration and revalidation of relevant staff.
Arrange and take minutes for meetings as required.
Administer the TeamNet system and ensure that it contains accurate, up to date content and remains available to staff.
Assist with managing the Business Email inbox.
Maintain staff personal files with all HR information.
Accurate record keeping, administration and collation of financial transactions and documents to ensure income of the practice maintained.
Preparation of purchase orders and invoices.
Use accounting system to record all financial transactions.
Liaise with team members regarding invoicing for medical reports.
Maintain spreadsheets in line with accounting system.
Ordering and audits of stock for clinical and admin teams, across all 3 sites. Including maintaining the purchase log records.
Complete practice PPA claims accurately, including resolving any discrepancies on a weekly basis prior to submission.
GENERAL RESPONSIBILITIES
Confidentiality
You shall comply with the General Data Protection Regulations when processing personal data for patients and staff.UPDATE FC
You must be aware of the Caldicott Principles as they affect your work. You can address any questions in relation to this to your line manager.
Any data breaches should be reported immediately to the Data Protection Officer.
All enquiries from the media must be referred to a Senior Manager.
Health and Safety
All employees have a statutory duty of care for the safety of themselves and others. Employees are required to report any hazards as soon as they are identified.
All staff must contribute to the management of risk. This requires them to assess the risk in all situations, take appropriate actions to mitigate any risks identified and report all hazards, incidents and near misses.
All buildings occupied by staff of TWG are non-smoking environments. No-one may smoke or vape in the building. Staff who smoke or vape outside the buildings should cover their uniform.
Flexibility Statement
The content of this Job Description represents an outline of the post only and is therefore not a precise catalogue of duties and responsibilities. It is intended to be flexible and subject to amendment in the light of changing circumstances and following consultation with the post holder.
Person Specification
Experience
Essential
- Experience in an administrative or office-based role.
- Ability to follow procedures and maintain accurate documentation.
- Understanding of the importance of confidentiality and data protection.
Desirable
- Experience in HR administration, including recruitment, staff records, training or absence management.
- Experience in finance administration, including invoices, purchase orders, financial records or claims.
- Experience using spreadsheets and accounting or staff management systems.
- Experience working in a healthcare or GP practice environment.
Qualifications
Essential
- GCSE or equivalent in English and Maths.
- Excellent organisational and administrative skills, with strong attention to detail.
- Good written and verbal communication skills.
- Good IT skills, including the ability to use Microsoft Office applications, spreadsheets and electronic systems.
- Ability to manage competing priorities, meet deadlines and work independently.
- Ability to work effectively as part of a team and build positive working relationships.
- Ability to maintain accurate records and handle confidential information appropriately.
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
The Whalebridge Practice
Address
Swindon Nhs Health Centre
1 Islington Street
Swindon
SN1 2DQ
United Kingdom
Employer's website
https://www.sparcells-surgery.co.uk/ (Opens in a new tab)