Administrative/accounts/payroll officer

The role of the Administrative Manager is to liaise with, collaborate and coordinate with the team at Mills Dental Care to ensure the smooth and efficient running of the practice as a whole. It is expected that the Administrative Manager have a basic working knowledge of all protocols and procedures listed below. Systems should be in place to quickly access details on more complex or infrequently used procedures as and when required.

AREAS OF RESPONSIBILITY:

1. To oversee all administrative areas of the practice and ensure all protocols in place are followed
2. To maintain the practice accounts for audit Understanding of incoming invoices and statements and what they relate to Cross checking of invoices and statements Annotation of invoices and statements to aid book-keeper in allocation for accounting purposes Basic understanding of computer based accounts Understanding of filing system for accounts including paid/unpaid invoices To update principles on a monthly basis state of current and loan accounts
3. To carry out banking for the practice: To maintain a daily record of takings System for recording and reporting of sundry sales Maintenance of accurate records of petty cash transactions – Weekly justification of takings for banking purposes Understanding and justification of streamline takings Daily banking of all cash/cheque receipts
4. To prepare payroll schedules and check fortnightly submitted hours for accuracy
5. To ensure accurate maintenance of financial and patient records
6. To act for and on behalf of the Principle to maintain the integrity of Mills Dental Care
7. To liaise with such external suppliers and trades people as may be required for upkeep of the premises Have in place daily, weekly and monthly checks of surgery, building and grounds In response to need to liaise with and engage suitable persons To get quotations for works required and be in a position to explain quotes and give recommendations – Have knowledge of regular trades people and suppliers
8. Maintain up to date computer address book
9. To liaise with the principles on a regular basis to ensure all are in receipt of the state of the practice
10. Seek and arrange appropriate update meetings with Dr Hamadani to keep principles abreast of – Patient lists Staff holidays and sickness Surgery maintenance required and to be done
11. To be supportive of the other team members in pursuance of their roles
12. To place adverts and interview for staff on occasions and as required
13. To carry out such duties as deemed necessary on occasions for the efficient running of the surgery: Have systems in place to delegate practice management roles during holiday leave/absence that are essential for the normal running of the surgery
14. To be aware of and seek support to remedy any deficiencies in items 1-13 from the Principles While the above outlines the areas of responsibility it is expected that the Administrative Manager should exercise initiative in all areas, and develop where appropriate modifications and additions to the role in conjunction with the principles.

To be effective in the role the candidate would require the following Qualifications and Key Competencies:

• Bachelors Degree or a Diploma in Accounting or Business Management
• Excellent verbal and written communication skills and the ability to make decisions independently
• Drive and Motivation: Competitive spirit with a strong desire to succeed, exceeds goals, and maximizes opportunities
• Customer Focus: Demonstrates the ability to solve common problems and to provide immediate solutions
• Communication and Team Working skills: Demonstrates the ability to build relationships, both internally and with patients
• Knowledge of Microsoft Office business applications and other office related products.

WORK  TIMES: Hours of work will be between the hours of 8am – 5pm Monday – Friday. Saturday’s 8 am – 1 pm Please send your CV and supporting documents and a passport sized photograph to: naysan@millsdentalcare.com