HR Administrator

The HR Administrator will provide comprehensive, efficient, and timely administration support to the HR Advisor and Director of People. The role will encompass all aspects of HR administration, including administrative management of staff information, recruitment administration, compliance checks and reporting.

The HR Administrator works both independently and as part of the wider HR team to understand how the HR function supports the staff and management at different levels across the organisation.

**Main Responsibilities**

**Workforce Administration**
- Effectively handle enquiries from employees, external organisations and former employees and escalate any enquiries, as necessary.
- Undertake administration duties to support the completion of the compliance and onboarding process for all successful applicants. This includes:

- Setting up new starters on the HR system
- Obtaining and checking references
- Ensuing Occupational Health clearance is achieved, and that the line manager is informed of any required adjustments.
- Checking professional registration and indemnity
- Ordering of ID and access badges.
- Informing IT and ensure necessary equipment is ordered in time for their first day.
- Support with the processing of changes to terms and conditions, actioning any system changes or issuing paperwork as necessary.
- Support with the processing of maternity, paternity, adoption, and shared parental leave processes across the organisation.
- Undertake administration duties to support the completion of the leavers process. This includes:

- Ensuring resignations and retirements are acknowledged and processed on the HR system correctly.
- Calculating annual leave entitlement remaining
- Checking employee file for any training agreements and/or salary sacrifice schemes which require repayment
- Inform IT and ensure assets returned on last day.
- Notifying the HR Advisor of required exit interviews

**HR System and Reporting**
- Be the primary contact for all queries on the HR system
- Act as HR systems administrator, configuring the system as required, controlling all user access, managing workflows in and out of the system.
- Ensuring accuracy and data protection compliance on the HR system.
- Monitor staff entries on the HR system to ensure accuracy. For example, correct submission of overtime rate and expenses.
- Liaising with HR system providers to troubleshoot queries as required.
- Run fortnightly reports documenting statutory and mandatory training compliance and circulate to line managers, answering any queries where appropriate.
- Run fortnightly reports documenting all training compliance and circulate to the Learning and Development Manager and Director of People.
- Compile and create ad hoc reports, as required, utilising data from the HR system.
- Undertake routine maintenance of HR system entitlements, including sickness and annual leave ensuring entitlements are updating accordingly and any adjustments are captured.
- Attend monthly payroll meeting to ensure the HR system has captured all relevant employee pay changes and entitlements are accurate.
- Process and monitor employee data including training, for the purposes of auditing and compliance, ensuring all staff training certificates and data is logged and accurate on the HR system.
- Support with the processing of pay awards, circulating information, actioning changes, and filing documents on the HR system.
- Compliance
- Process regulatory compliance checks such as GMC/NMC pin checks for GP’s and nurses and NHS performers list inclusion.
- Ensure clinical staff have the necessary clinical indemnity membership in place and renewals dates recorded, prompting staff when renewals are due.
- Support the administration of appraisals, ensuring managers are aware of their staff’s review dates and appraisals are saved on cascade.
- Support line managers in probationary reviews, ensuring they are aware of the dates for their staff & receive the necessary paperwork. Confirm in writing successful and extended probations.
- Ensure new starters undertake and complete a DSE assessment and any adjustments actioned accordingly.

**Administration**
- Process employment and financial reference requests for all staff when requested.
- Involvement in ad-hoc administration projects as and when required for Corporate Services.
- Organise meetings when requested, attending, and taking minutes as and when required.
- Provide administrative support to the HR Advisor and Director of People including word processing and routine communications.

**About us**

Invicta Health are a non-profit company, with a passion for primary care. We have a wide range of services such as hub-based GPs services, GP surgeries, services in Urgent Care Centres and A&E, a Community Primary Care mental health service, GP staff training service and the list is growing all the time.

We are formed by a federation of General Practitioners working in Canterbury and South Kent Coast