HR Assistant

**Job Title**:Human Resources Assistant

**Hours**:Full-Time - 37.5hrs per week

**Job Location**:Waltham Forest Federated GP Network (FedNet) Headquarters, 500 Larkshall Road, E4 9HH.

**Report to**:Head of HR

**Accountable to**: HR Manager

**Job Summary**

As part of the HR Team, the post holder will be the main contact, responsible for providing a comprehensive administrative support service. The post holder will be professional, provide consistent and timely HR support and advice to all staff and will provide a streamlined and high-quality recruitment service and HR Transactional process, whilst monitoring learning and development compliance.

The post holder will undertake the entry of key information into HR systems and support the full HR function to ensure that the organisation maintains high level HR services to meet the ongoing needs of the organisation.

The HR Assistant is responsible for ensuring information, documents and correspondence issued are accurate and produced in a timely fashion and will also be required to assist in maintaining wellbeing of the employees.

**Responsibilities**:

- Act as the first point of contact for the HR team, dealing with general enquiries and providing standard information on a range of HR policies and procedures
- To communicate sensitive and confidential information in person, by telephone and in writing using tact, discretion and sensitivity.
- Ensure a professional service is delivered consistently with information being accurately relayed to the appropriate member of staff.
- Monitoring the HR inbox and dealing with the queries in a timely manner or forwarding/informing the relevant department/person.
- To be able to direct employees, both staff and managers accordingly where more complex advice is needed.
- Liaise and communicate effectively with all colleagues within the organisation as well as external networks and providers.
- Inputting data onto the necessary computer systems, primarily; Bluestream, Bright HR and Recruitment databases.
- Ensuring all ID checks are compliant with NHS standards e.g. Right to Work, DBS checks
- Medical/Occupational Health Clearance
- Obtaining and chasing References
- Conduct and countersign DBS checks where relevant and conduct renewal checks for existing staff every 3 years, where requested. There will be a requirement to chase up information where is it not provided. The post holder will alert the Recruiting Manager and/or Head of HR of any DBS issues.
- Maintaining compliance databases and keeping up to date with DBS/Professional Registration/Bluestream expiry.
- Liaising with Lead GPs and updating them on recruitment progress, annual leave requests, appraisals etc.
- To book venues for training, seminars and other events, order refreshments for training sessions and ensure that the training materials are fully prepared and available for the sessions in a timely manner.
- Shared responsibility with other departmental administrators for maintenance and safe use of office equipment, such as photocopiers, ensuring supply of necessary materials and calling maintenance engineers when necessary.
- To have a working knowledge of the Data Protection Act and its requirements, in respect to confidentiality for both patients and staff and ensuring any computerised information system is maintained as requested.
- Deal with issues that arise appropriately, including enquiries or complaints from patients, shareholders, GP practices and outside organisations. Where necessary, refer to your manager, ensuring that no issue is inappropriately delayed in being actioned.
- Keep an accurate, detailed log of all complaints, compliments and comments, received, ensuring the necessary action is taken and relevant parties informed for action to be taken.
- Undertake additional duties where appropriate as requested by Head of HR.
- To undertake on-going personal development through participation in appraisal and supervision.

As an employee of the organisation you may be asked to move within your service area in response to service needs.

This job description gives a general outline of the post and it is not intended to be inflexible or a final list of duties. It may therefore be amended from time to time in consultation with the post holder.

To be noted:

- This is not an exhaustive list of duties and responsibilities. The post holder may be required to work across the service and to undertake other duties which fall within the grade of the job, in discussion with the manager.
- This job description will be reviewed regularly in the light of changing service requirements and any such changes will be discussed with the post holder.
- The post holder is expected to comply with all relevant organisation policies, procedures and guidelines, including those relating to Equal Opportunities, Health and Safety and Confidentiality of Information.

**Health, Safety and Security**
- All employees have a duty to report any accidents, complaints, def