HR & Workforce Co-ordinator

**Job Title**:HR & Workforce Co-Ordinator

**Accountable to**:Workforce Team Manager

**Job Summary**

The post holder will support the Human Resource / Workforce function to ensure a robust delivery of service.

The post holder is responsible for the efficient and effective operation of the scheduling and appointments systems, including responding to requests for leave from colleagues, preparation and organisation of the rotas, loading appointment schedules and dealing with requests for changes.

The post holder is responsible the co-ordination and organisation of clinical students on placement within the Practice.

The post holder will deputise for the Workforce Team Manager in their absence.

**Responsibilities**
- Provide operational support for the delivery of Human Resources and workforce across the Organisation.
- Support in the development of guidelines, protocols and plans in relation to all aspects of human resource management.
- Oversee the HR & Workforce inboxes (HR, Rota’s and Holidays) and distribute work accordingly
- Ensure all grids, trackers and databases are up to date and accurate.
- Prepare clinical rotas in accordance with policy and ensuring all service needs are met.
- Check each week thoroughly before it is released, ensuring all rota’s and systems match.
- When approved and in line with agreed policy, engage locum cover and/or internal ‘swaps’ for the organisation
- Communicate efficiently with all personnel covered by the rota system to ensure the clarity of working arrangements and to maintain operational effectiveness of the practice.
- Cancel and re-arrange clinical sessions when necessary, coordinating the contact with patients as required to re-arrange their appointments.Ensure accurate record keeping in relation to locums, over-time, TOIL and ‘swaps’

Ensure that appointment schedules are entered to the computer system(s) by the team, ensuring their accuracy and that they are available in good time.Ensure that the appropriate number and type of appointments are available in line with agreed policy. Amend the rotas and appointments as requested, within policy and ensuring all service requirements are met.Preparation of the clinical meeting schedules for the organisation.
- Liaise with members of the Practice, Primary Health Care Team, other NHS and non-NHS organisations and outside agencies as appropriate to the role.
- Support with the on-boarding of all clinical trainees ensuring all documentation is received in a timely manner and arranging an effective and appropriate induction for each trainee.
- Prepare timetables for medical students and other learners ensuring that mentors/trainers have adequate supervision time allocated, in line with the agreed policy
- Liaise with Lead Employers in relation to all trainee absences and leave requests.
- Ensure all trainees are up to date with Mandatory training and flagging where this is not the case
- Participate in meetings as appropriate.
- Support with discipline and grievance procedures for all staff, including employed doctors, nurses and administrative staff.
- Oversee the on-boarding of new team members, including the production of offer letters and contracts and carrying out pre-employment checks such as Right to Work and DBS checks.
- Support with arranging the monthly Corporate Inductions and individual inductions following this.
- Be familiar with the HR Policies and procedures and be able to provide guidance on where information can be found.
- Man the absence line on a rota basis. The absence line is open from 7am - 6pm Monday - Friday.
- Maintain a log of all absences and ensure compliance with the absence policy at all times, ensuring return to work meetings are completed and returned in a timely manner and any triggers are promptly highlighted so that they can be actioned.
- Provide full administrative HR support, including the production of letters and documents and updating and maintaining a variety of databases
- Maintain a log of all probationary reviews and appraisals and ensure that they are completed and returned within the agreed timeframes.
- Process Holiday requests from both Clinical and Non-clinical team members and defer any that fall outside of the Annual Leave policy to their Line Manager.
- Maintain and update the Bluestream Mandatory training system and run regular reports on any outstanding Mandatory modules.
- Work closely with the Workforce Team Manager to ensure that all audit requirements are met.
- Actively be involved with and support with HR projects.
- Actively be involved with and support with the regular review and updating of HR & Workforce policies periodically, assist with the creation of new ones.
- Escalate any issues relating to employees where intervention may be required to the Workforce Team Manager
- Be tactful and confidential and demonstrate a positive professional image for the department at all times.
- Any other duty required to support the effective operation o