HR Administrator

Job Description

JOB TITLE: HR Administrator
HOURS: Full time 37 hours
ANNUAL LEAVE: 6 weeks rising to 7weeks after 2yrs service (inc Bank Holidays)
PLACE: Based at the Market Deeping Surgery
RESPONSIBLE TO: Practice Manager and The Partners

Job Purpose

  • To provide advice and support to Line Managers on people issues ensuring an efficient and professional HR service is consistently delivered to the site at all times and that all decisions taken are in line with agreed policies and procedures.
  • Act as a point of contact for all general day to day HR issues relating to the Practice
  • Provide assistance in order to meet the needs of current employees, prospective employees and Senior Managers in terms of reporting and recruitment.

    Dimensions

Reports 

  1. Regular CQC updates ensuring CQC compliant
  2. Regular updates to Practice Manager on staff sickness
  3. Monthly report on staff uplifts for payroll purposes

 

Principle Accountabilities

Recruitment

  • Coordinate the full recruitment process for both sites including arranging assessment, feedback to managers and candidates and interview packs and questions.
  • Conduct regular audits to ensure the practice is adhering to the agreed standards in relation to Induction and Employment legislation, ensuring the practice create an action plan for any non- conformances and following up actions until completion.
  • Create full contract pack with all HR paperwork and set up training courses.

Administration

  • Provide an effective support service for HR processes – starters, leavers and other employee relation processes as needed.
  • Ensure all HR Processes and Trackers are effectively maintained and data integrity is accurate
  • Oversee any grievance or disciplinary matters in line with company policy. Taking minutes, setting up investigation/disciplinary/outcome meeting and management of this thereafter
  • Work with and support other members of the Senior Management team in relation to HR administration, policies and procedures.
  • Oversee the setup of all new Registrars to include their induction timetable, managing holidays, study leave etc via the ESR portal. Manage any attendance issues in line with the Lead Employers Absence Management Policy.
  • Handle personal written, telephone and email enquiries from employees, external organisations, and former employees in an effective and timely manner.
  • Support the Practice Manager with workforce reviews and redesign of workflows as required for the needs of the practice.
  • Carry out any other tasks as may be reasonably requested by the Partners or the Practice Manager.
  • Carry out all duties in a responsible manner giving due consideration to Safety, Environmental & Quality procedures.
  • Contribute to the health & safety of self and others by applying health and safety principles to the required standards whilst undertaking designated tasks.
  • Manage all HR checks on TeamNet to include DBS checks, Medical Indemnity Insurance, Nurse registration/revalidation and GP registration to ensure we remain compliant at all times.
  • Update Workforce Data quarterly for all new starters and leavers
  • Create and manage all Tier 2 VISA applications for applicants in line with government guidelines.
  • SMARTCARD - Activation and re-setting passwords for staff.
  • Assist all managers co-ordinate their annual appraisals and 360o Feedback forms for staff.
  • Involvement in ad-hoc projects as and when required.
  • Maintain Immunisation information spreadsheet for all employees.

Engagement

  • Support the delivery of the annual engagement plan, including health & wellbeing of staff across the practice
  • Support the coordination of key recognition/engagement activities.

Learning & Development

  • Support with learning and development administrative tasks as and when required.
  • Apply all role specific training courses on TeamNet for each new employee and manage.
  • Assist with any training plans required for any employee identified within their annual appraisal.

Payroll

  • Manage sickness, absence for payroll purposes along with pay uplifts after probationary periods.
  • Address any sickness absence issues in line with policy and monitor for improvement.
  • Liaise with external payroll team if any queries are raised and communicate back to staff accordingly.
  • Ensure correct sick pay rules are applied in line with contractual sick pay entitlement.


Occupational Health

  • Manage OH support, including creating and maintaining effective OH trackers, working with OH Advisor on managing appointments, arranging and supporting OH Review meetings with employee for both sites if required.
  • Manage health surveillance compliance for both sites, working with external OH Advisor, HSE tea to schedule health surveillance and follow up.
  • This position may develop and recommend solutions to problems of moderate scope and complexity.
  • These are the key daily tasks, not a comprehensive list of all tasks undertaken by the jobholder. Flexibility is required by the business and this will be agreed with the individual’s line manager.

Knowledge

  • Minimum of 2-3 years HR experience, within a similar fast paced environment
  • Company Policy and Procedures Knowledge
  • Company System Knowledge
  • Basic Employment Law Principles

Skills

  • Excellent communication skills, both verbal and written
  • Computer literate with good Word, Excel and PowerPoint skills
  • Ability to demonstrate initiative and work independently
  • Highly organised with the ability to multi-task
  • Ability to contribute effectively as a member of the SMT
  • Ability to respond flexibly to a constantly changing environment


Confidentiality:

  • In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.
  • Comply with GDPR legislation.
  • In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation.  All such information from any source is to be regarded as strictly confidential
  • Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data


Health & Safety:

The post-holder will assist in promoting and maintaining their own and others’ health, safety and security as defined in the Practice Health &Safety Policy, to include:

  • Using personal security systems within the workplace according to Practice guidelines
  • Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks
  • Making effective use of training to update knowledge and skills
  • Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards
  • Reporting potential risks identified


Equality and Diversity:

  • The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
  • Acting in a way that recognizes the importance of people’s rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation
  • Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
  • Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Personal/Professional Development:

The post-holder will participate in any training programme implemented by the Practice as part of this employment, such training to include:

  • Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
  • Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work


Quality:

  • The post-holder will strive to maintain quality within the Practice, and will:
  • Alert other team members to issues of quality and risk
  • Assess own performance and take accountability for own actions, either directly or under supervision
  • Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team’s performance
  • Work effectively with individuals in other agencies to meet patients’ needs
  • Effectively manage own time, workload and resources

Communication:

  • The post-holder should recognize the importance of effective communication within the team and will strive to:
  • Communicate effectively with other team members
  • Communicate effectively with patients and carers
  • Recognise people’s needs for alternative methods of communication and respond accordingly


Contribution to the Implementation of Services:

The post-holder will:

  • Apply Practice policies, standards and guidance
  • Discuss with other members of the team how the policies, standards and guidelines will affect own work
  • Participate in audit where appropriate.

 To obtain full details and an application pack for any of these vacancies please contact the recruitment team on recruitment.deepingspractice@nhs.net