Business Operations Coordinator

South and East Leeds GP Group; Leeds; On-site; GBP 15,000 - 18,000; Part time

Job summary

South and East Leeds GP Group is seeking an organised administrator to join the team in Leeds. You will support rota management for Enhanced Access, schedule community phlebotomy appointments, manage hosted employment and DBS checks, and assist with basic finance reporting.

The role involves updating social media and the organisation's website and contributing to ad hoc projects. The post holder will work closely with the Management Team, providing general administration support within a small,

Qualifications

• Minimum 5 GCSEs (A-C/4-9) including English & Maths.
• RSA 3 Word Processing (or equivalent).
• Experience in admin/HR processes is desirable.

Responsibilities

• Coordinate rotas for Enhanced Services and manage staffing coverage.
• Administer hosted employment processes and DBS checks.
• Support HR, recruitment, and onboarding activities.
• Handle basic finance data entry and reporting.
• Maintain social media and organisational website content.
• Assist with events, meetings and general admin duties.

Skills

Analytical skills

Planning skills

IT skills

2 years admin experience

Education

GCSEs (5 A-C)

RSA 3 Word Processing

Tools

SystmOne

Microsoft Office

Job description

The successful candidate will work as part of the Administration Team to support the effective delivery of a range of administration and finance functions.

The post holder will support the Management Team with the day to day running of the organisation including but not limited to,

Rota management for GP Enhanced Access service.

Scheduling Community Phlebotomy Service appointments and associated performance reporting.

HR and hosted employment.

Processing of basic financial data and simple financial reporting.

Updating Social Media and the organisation website.

Supporting ad hoc projects.

Main duties of the job

We are looking for someone who is highly motivated, flexible and enthusiastic with excellent organisational and administrative skills.

The job description and person specification are an outline of the tasks, responsibilities and outcomes required of the role. However the post holder will be required to carry out other duties commensurate with the role as requested by the senior management team of the organisation.

The job description will be reviewed on a regular basis in line with the changing needs of the organisation.

About us

We are a small, friendly, supportive and caring organisation based in a head office in Seacroft providing administrative, HR and financial support.

Teamwork is key to our successful relationships with our shareholder practices and Primary Care Networks and we are looking for someone who thrives on working in a team but who can use their own initiative discretion and judgement when undertaking and delivering tasks associated with the role.

We are a GP Federation assisting 28 practices in the South and East of Leeds, we also provide community phlebotomy services to the housebound and care home patients of the practices. In addition, we provide financial services for 7 Primary Care Networks (PCNs) and hosted employment for 9 Primary Care Networks (PCNs).

In addition to our wider primary care support services, SEL GP Group delivers Saturday Enhanced Access services across three Primary Care Networks (PCNs), alongside Monday to Friday evening Enhanced Access services for Burmantofts, Harehills and Richmond Hill (BHR) PCN.

We also hold the NHS contract for City View Medical Practice in Beeston, giving us direct responsibility for the delivery and management of primary care services within the practice.

These services complement our wider work supporting GP practices and PCNs across South and East Leeds, helping to improve access to healthcare for local populations and support the sustainability of primary care provision.

Job responsibilities

Rota Management

To coordinate, manage and maintain rotas for Enhanced Services, ensuring appropriate staffing, effective service delivery. The post holder will work closely with clinical and administrative teams to ensure that all sessions are adequately covered, resources are used efficiently, and any rota gaps are identified and resolved promptly.

Key Responsibilities

Develop, maintain and regularly update rotas for all Enhanced Services, checking against Systmone.

Coordinate clinician and staff availability, including annual leave, sickness absence and other planned absences.

Ensure adequate staffing and clinical cover for all scheduled sessions.

Push out shifts and accept staff effectively and fairly.

Arrange replacement cover where required and escape unresolved rota gaps to the appropriate manager.

Communicate rota changes to relevant staff in a timely manner.

Ensure rotas reflect agreed service requirements, operating hours and workforce capacity.

Coordinate appointments, clinics and additional service sessions as required.

Hosted Employment

Administrative management of the recruitment/hosted employment function of the organisation. SELGP Group hosts employment on behalf of 9 Primary Care Networks (PCNs) and you will work as part of a team acting as first point of contact for the organisation, assisting with queries and providing support to our management team and PCN managers. This includes but is not limited to: ensuring that all pre‑employment checks are carried out including DBS, references, occupational health screening; assisting with corporate inductions for new starters; and ensuring that all urgent and/or confidential communications are received from and distributed to relevant parties in a timely manner.

General Administration

Provide administrative support with regard to the organisation and planning of events, meetings and seminars, preparing and distributing supporting information as required.

Manage and maintain effective electronic and paper filing systems to ensure that information is kept securely and is accessible to other members of the team and that all filing is carried out on a regular and timely basis.

Answering the telephone and use initiative to deal with phone calls and messages in accordance with agreed instructions.

Sorting and prioritising all incoming mail and email and distributing as appropriate.

Undertaking administrative duties such as photocopying, filing, scanning, mail out distributions and shredding confidential documents.

Community Phlebotomy Service

Work as part of the Team to support the Business Transformation Lead with the day to day administration of the Domiciliary Phlebotomy Service.

Input Phlebotomy appointment rotas onto SystmOne for practices to book.

Distribute daily work schedules to the phlebotomists.

Act as a key contact for staff in the Practices regarding the service.

Book in urgent requests for appointments.

Track and report on appointment utilisation by practices.

Finance

Liaise with our Finance/Payroll team to ensure that all relevant information is passed through for new starters, leavers etc.

Support the Finance Team with basic processing of financial data.

Assist the finance team with the ordering equipment and uniforms for staff.

Communication

Support the management team to maintain communication with a wide range of stakeholders by ensuring that the organisation has an effective online presence via Twitter, LinkedIn and other social media platforms.

Maintain the Organisational website ensuring that content is current and relevant.

General

Manage own workload using own initiative, discretion and judgement.

Create and update electronic distribution lists.

Ensure the design and presentation of documents is in line with Company protocols.

Attend team meetings and training days as arranged by the Company.

Carry out any other appropriate duties as required.

Person Specification

Analytical & Judgement Skills

• Ability to prioritise and work to conflicting demands.
• Ability to problem solve.
• Ability to deal with difficult situations.

Planning and Organising Skills

• Plan own workload.
• Organised and methodical.
• Experience of Basic Financial Data Input.
• High level of Numeracy.

Qualifications

• Minimum 5 GSCEs (Grades A-C or 4-9) including English Language and Maths NVQ in Administration or equivalent knowledge or experience.
• RSA 3 Word Processing (or equivalent standard) SystmOne Trained.

Experience

• A Minimum of 2 Years Administrative experience.
• Experience of working as part of a team.
• Experience of general office routine and filing systems.
• Experience of HR / Recruitment process.
• Experience of working in a social/health care setting.

Knowledge and Skills

• Knowledge of the full range of administration procedures Knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Excellent computer & IT skills to enable the production of standard documents and spread sheets.
• Good communication skills, verbal and written.
• Ability to take and convey clear messages.
• Tact and diplomacy.
• A Minimum of 2 Years Administrative experience.
• Experience of working as part of a team.
• Experience of general office routine and filing systems.

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.

£16,142.40 a year22.5 Hours (WTE £26,904.00)