HR Advisor

Job Title: HR Advisor

Responsible to: HR Business Partner

Hours: 37.5 hours per week - Monday to Friday 9 -5pm

Salary: £35,000 - dependent on experience

Job summary

The post holder is responsible for providing effective administrative support to the HR Business Partner, acting as the first point of contact for employees, clinicians and other external organisations for enquiries relating to employment issues and having responsibility for specific areas of work, including management of staff.

Key responsibilities

• Carry out administrative processes as instructed
• Assist with recruitment and pre-employment checks for all roles across the organisation
• Undertake full recruitment process and pre-employment checks for administrative roles i.e. reception/administration and ad-hoc roles as instructed by the HR Business Partner
• Provide weekly recruitment updates to recruiting managers
• Provide weekly recruitment updates for the Associate Director of HR
• Have responsibility for maintaining the staff training database and raising any areas of concern with the HR Business Partner
• Have responsibility for maintaining staffing records in accordance with organisational policies and procedures and raising any areas of concern with the HR Business Partner
• Provide advice and guidance to managers and staff in-line with areas of responsibility
• Support with the review and implementation of policies and procedures
• Act as the first point of contact on behalf of the HR Business Partner when required
• Support the Associate Director Of Human Resources and HR Business Partner with any formal processes i.e. disciplinary, performance management, grievance
• Handle other telephone and general enquiries
• Taking messages
• Processing all forms of communication relation to areas of work
• Support managers and staff by providing advice and guidance in relation to the implementation and ongoing monitoring and review of the Management of Attendance Policy, carrying out administrative and reporting processes as required and raising any areas of concern with the HR Business Partner
• Have responsibility for ensuring that the organisation has a robust flexible working policy and process
• Support the HR Business Partner with Lunch and Learn workshops as required
• All forms of data entry and record keeping relating to areas of work
• Follow and adhere to Health and Safety procedures
• Ensuring work areas are tidy
• Provide day to day management of the HR Administrator and HR Apprentice
• Any other delegated duties considered appropriate for the post

Communication

• Communicate effectively to deliver excellent customer service to colleagues, practices and external partners
• Communicate effectively to handle delicate matters with discretion and tact while maintaining confidentiality
• Promote effective teamwork with all staff
• Provide appropriate communication to identify problems and solutions promptly

Special Requirements of the post:

• An understanding, acceptance and adherence to the need for strict confidentiality

The Job Description will be subject to periodic review and amendment in consultation with the post-holder.

Person Specification:

Experience

Essential

• Previous experience of working in an office environment
• Previous experience of working in a HR role
• Previous experience of working within the NHS or a similar environment
• Experience of working in a fast pace environment
• Experience of working within a HR Department in an organisation of 100 members of staff or more

Desirable

• Previous experience of managing staff

Qualifications

Essential

• GCSE English or equivalent Grade C or above
• HR qualification or experience relevant to the post

Desirable

• RSA II typing/word processing or equivalent

Skills

Essential

• Proficient in reading and writing English
• Able to speak and understand fluent English to receive and issue instructions in English and without the risk of misunderstanding
• Strong organisational skills and ability to maintain complete and accurate record systems
• Ability to work under own initiative and prioritise workload to meet deadlines
• Ability to provide excellent customer service
• Ability to follow and apply policies and procedures
• Good interpersonal skills
• Good telephone manner

Knowledge

Essential

• Good standard of communication both orally and in writing
• A specific understanding of the confidential nature of the work in hand
• Conversant with Microsoft Office
• Understanding of confidentiality and Data Protection Act
• Up-to-date knowledge of Employment Law

Desirable

• Knowledge of CQC regulations

Personal Qualities

Essential

• A willingness to work in a flexible and cooperative manner with colleagues
• Ability to handle delicate matters in a discrete and tactful manner
• Ability to have difficult conversations when necessary, but in a sensitive manner
• Ability to work as a team or on own initiative
• Confident in giving advice and support to managers in a individual or group setting
• Ability to cope with change
• Reliable
• Good time keeper
• Friendly and approachable
• Willingness to undertake a DBS check if needed
• Willingness to undertake training
• Able to cope under pressure in a fast paced environment

COVID Vaccination Statement

COVID-19 vaccination remains the best way to protect yourself, your family, your colleagues and of course our patients from the virus when working in our healthcare settings. We do encourage our staff to get vaccinated. We will be checking the vaccination status of all new starters so that we can manage individual and environmental risks, and so that we can support those who may be undecided about vaccination. If you are unvaccinated there is helpful advice and information at where you can also find out more about how to access vaccination.

Data Protection - Privacy Notice for Applicants

How you information will be used

1. During the recruitment process South Doc Services Ltd needs to keep and process information about you for normal employment purposes. The information we hold and process will be used for our management and administrative use only. We will keep and use it to enable us to run the business and manage our relationship with you effectively, lawfully and appropriately during the recruitment process. This includes using information to enable us to comply with the employment contract, to comply with any legal requirements, pursue legitimate interest of the Federation and protect our legal position in the event of legal proceedings. If you do not provide this data, we may be unable in some circumstances to comply with our obligations and we will tell you about the implications of that decision.

2. As an organisation pursuing healthcare activities, we may sometimes need to process your data to pursue our legitimate business interest, for example to prevent fraud, administrative purposes or reporting potential crimes. The nature of our legitimate interests is healthcare. We will never process your data where these interests are overridden by your own interests.

3. Much of the information we hold will have been provided by you, but some may come from other internal sources, or in some cases, external sources such as referees.

4. The sort of information we hold includes your application and references, correspondence with or about you, for example sickness and other absence; information needed for equal opportunities monitoring policy; and records relating to your career history, such as training records, appraisal, other performance measures and where appropriate disciplinary and grievance records.

5. Where necessary, we may keep information relating to your health, which could include reasons for absence if your referee has provided this to us.

6. Where we process special categories of information relating to your racial or ethnic origin, political opinions, religious and philosophical beliefs, trade union membership, biometric data or sexual orientations, we will always obtain your explicit consent to those activities unless this is not required by law or the information is required to protect your health in an emergency. Where we are processing data based on your consent, you have the right to withdraw that consent at any time.

7. Other than as mentioned below, we will only disclose information about you to third parties if we are legally obliged to do so or where we need to comply with our contractual duties to you, for instance we may need to pass on certain information in relation to pension or the CCG. Where possible, we will only share what is necessary.

8. Your personal data will be stored for a period of 6 months after you have applied for a position with South Doc Services and have been unsuccessful or declined our offer of employment.

Your rights

1. Under The Data Protection Act 2018 (DPA) you have a number of rights with regard to your personal data. You have the right to request from us access to and rectification or erasure of your personal data, the right to restrict processing, object to processing as well as in certain circumstances to the right to data portability.

2. If you have provided consent for the processing of your data you have the right (in certain circumstances) to withdraw that consent at any time which will not affect the lawfulness of the processing before your consent was withdrawn.

3. You have the right to lodge a complaint to the Information Commissioner Office if you believe that we have not complied with the requirements of the Data Protection Act 2018 with regard to your personal data.

Identity and contact details of controller and data protection officer

1. South Doc Services Limited, West Heath Road, Birmingham, B31 3HB. UK

2. If you have any concerns as to how your data is processed, you can contact our data protection officer:

Umar Sabat – Data Protection Officer at

Please ensure that you have uploaded an up-to-date CV showing your most recent employment when applying for this role.

Job Types: Full-time, Permanent

Pay: Up to £35,000.00 per year

Benefits:

• Company events
• Company pension

Ability to commute/relocate:

• Birmingham B29 6JG: reliably commute or plan to relocate before starting work (required)

Experience:

• Human resources: 1 year (preferred)

Work authorisation:

• United Kingdom (required)

Work Location: In person