HR Assistant

**JOB DESCRIPTION**

**Post Title: H.R. Assistant**

**Reporting To: Managing Partner**

**Job Summary**:
To support in delivering an efficient and proactive HR Service across the organisation, acting in accordance with employment legislation and organisational policy and procedure. To provide comprehensive, high quality administrative and recruitment support by undertaking a wide range of administrative tasks and efficiently working with office systems and processes.

The job description and person specification are an outline of the current tasks, priorities, responsibilities, and outcomes required of the role and are not meant to be an exhaustive list. The job holder will undertake any other duties or responsibilities as may reasonably be required by their line manager.

**Primary Duties and Responsibilities**:

- To act as a first point of contact with HR system queries, dealing with general queries, providing day-to-day guidance, signposting others to the most appropriate resource and referring more complex matters to the Managing Partner.
- Take a lead role in overseeing and supporting managers with the absence management process which will include ensuring return to work interviews are completed, maintaining sickness percentage scores, liaising with occupational health, and undertaking low level formal meetings.
- Support the HR function in receiving, processing and communicating routine and sensitive data.
- Support with the preparation of new employment documentation including offer letters, contracts of employment and training agreements.
- Produce employee letters as directed using templates.
- Ensure and monitor the completion of mandatory eLearning across all staff groups.
- Support with the coordination of employee induction programmes.
- Provide administrative support across all HR processes including performance, absence management, disciplinary and grievance issues.
- Maintain and update a regular schedule of employee data and associated actions and maintain personnel files on an ongoing basis. Ensure a high degree of accuracy.
- Maintain and ensure the accuracy of staff information on the HR System.
- Provide information for payroll on a regular basis, submitting paperwork in a timely manner, including starters, leavers, contractual changes, overtime reports, maternity/paternity leave and sickness absence etc.
- Support with the process of Maternity, Adoption, Paternity and Parental leave requests.
- Support with the process for Flexible Working requests.
- Track the schedule for and remind managers to complete probationary reviews and annual appraisals.
- Manage the process for staff to receive the Long Service Award/Vouchers.
- Undertake administration to support the leaver process, including exit interviews.
- Deal with reference requests.
- Support periodic auditing of records and employee information.
- Oversee the process for ensuring agency and locum compliance, maintaining an accurate register to support managers with staffing shifts.
- Arrange formal and informal meetings as requested, ensuring these are within timescales in policy where applicable.
- Attend meetings/hearings to take notes.
- Compile reports and extract HR data as needed for the Managing Partner.
- Assist in producing, distributing, and collating responses to employee surveys.
- Maintain organisation structure charts, ensuring that it is a current and accurate reflection of the organisation’s hierarchy.
- Arrange and coordinate training courses as directed.
- Provide administrative support to a range of HR projects.
- Identify continuous improvement opportunities

**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
- 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, the practice Health & Safety Manual, and the practice Infection Control policy and published procedures. This will include:

- Using personal security systems within the workplace according to practice guidelines
- Identifyin