HR Administrator

Job summary

We are looking for a highlymotivated HR Administrator to support the HR Department ensuring a highperforming team and a fast and efficient service is provided within thepractice, ensuring full compliance with HH policies and employment legislation.Delivering a timely, accurate and customer focused service.

The successful candidate will beeducated to an NVQ level 2 or equivalent and have an understanding andknowledge of the workings within a HR department. The role will include workingwithin a busy and demanding environment while delivering a high quality ofcustomer care. Experience and knowledge of using Microsoft excel is essentialalong with ability to prioritise your own workload.

16 hours per week: Monday: - , Thursday: - , Friday: -

The salary for this role is prorata.

Main duties of the job

Administration

Input and maintain up to daterecords both paperwork and computer systems. Maintain all employee recordsaccurately and efficiently. Produce letters and other HR relatedcorrespondence. Reply to correspondence when appropriate. Set up meetings andwelcoming visitors. Note taking when required for formal and informal meetings.Liaise with external services when needed to obtain relevant information occupational health, Disclosure services. Ensure that all professional checksare up to date throughout an employee life cycle. Assist with staff informationin relation to monthly changes.

Recruitment & Selection

Assist with the recruitmentprocess including designing and writing adverts, placing adverts, and prepareinterviewer assessment packs.

Send out relevant information tonew starters and assist with new starter paperwork queries, checking paperworkto ensure that starters meet legal requirements and policy requirements, andthat all documentation is present and completed, raising any issues to ensurethese are dealt with.

Gather and check paperworkincluding all pre-employment checks, drafting of employment contracts, andcarrying out ID checks and dealing with related queries and raising issues.

Provide administration on arange of HR work areas including training and development, policies andprocedures, data reporting, system updates and service delivery

About us

We are a large rural practicewith over 35,000 patients. As a single-practice Primary Care Network, we have awonderful opportunity to transform care for our patients. We operate from 7locations across Holderness and you must also be willing to travel betweensites as necessary. Our hard-working and dedicated team includes 23 GPs, anextensive multi-disciplinary team of healthcare professionals and a greatpatient services and administration team.

We offer a welcoming practiceenvironment, 25 days annual leave plus bank holidays and access to the NHSpension scheme

Job description

Job responsibilities

Accountable to:Head of HR

Reports to:HR Advisor

Role Purpose:

To support the HR Department ensuring a high performing team anda fast and efficient service is provided within the practice, ensuring fullcompliance with HH policies and employment legislation. To deliver a timely,accurate and customer focused service.

Administration

Input and maintain up to date records both paperwork andcomputer systems.

Maintain all employee records accurately and efficiently.

Produce letters and other HR related correspondence.

Reply to correspondence when appropriate.

Set up meetings and welcoming visitors.

Note taking when required for formal and informal meetings.

Liaise with external services when needed to obtain relevantinformation , occupational health, Disclosure services.

Ensure that all professional checks are up to date throughout anemployee life cycle.

Assist with staff information in relation to monthly changes.

File, photocopy, shred, deal with the incoming and outgoing postand other general admin functions.

Analyse and produce meaningful HR system reports as and whennecessary to aid practice strategies.

Draft present to the team, plans for new and outdatedadministration tasks within the department.

Recruitment &Selection

Assist with the recruitment process including designing andwriting adverts, placing adverts, and prepare interviewer assessment packs.

Send out relevant information to new starters and assist withnew starter paperwork queries, checking paperwork to ensure that starters meetlegal requirements and policy requirements, and that all documentation ispresent and completed, raising any issues to ensure these are dealt with.

Gather and check paperwork including all pre-employment checks,drafting of employment contracts, and carrying out ID checks and dealing withrelated queries and raising issues.

Respond in a timely manner to all job enquiries.

Ensure that all new employees are inputted accurately to the HRsystem and set up their employment obligations and information so that liveteam reports can be produced at any time Ensure a full induction is takingplace in line with contractual obligations. Advising line managers and on theprocess and monitoring the probationary reviews escalating to the HR advisorwhen needed.

Training & Development

Administration of training, including Blue Stream supportingmanagers to ensure all mandatory training is kept up to date, organising othertraining , Leadership Development and Protected Time for Learning events.

Provide training reports when needed.

Identify and raise training Issues when necessary, escalating tothe appropriate line manager working with them to agree a plan of action torectify the areas of concern.

Work as a system superuser bring the go to colleague for systemsupport and guidance training line managers and other employees to ensure thesystem is being used to the full advantages.

Policies & Procedures

Assist the HR team in developing and maintaining the HR Topicpage on GP Team Net, updating when necessary and suggest ways to continuouslyimprove it.

Assist the HR team in the development of HR policies, proceduresand the Employee Handbook.

Signpost users to relevant HH policies & processes

Ensure all documentation complies with current Holderness Healthpolicies.

Ensure that all policies and procedures and contractualdocuments are processed and electronically monitored and stored within the HRsystem.

Reporting

Collect and analyse information in relation to staff surveys.

Liaise with internal departments , finance and IT, linemanagers in relation to new starters and leaver information.

Process exit interviews and record data for future analysis.

Produce and analyse reports from the HR system in relation tocurrent employment

Produce and analyse HR system reports at short notice in linewith areas of the business that need immediate assistance and support.

Provide monthly HR reports for the Management Board.

Provide support to the HR team on the analysis and production ofreports and documentation enabling action plans to be developed andimplemented.

Ensure that line managers have correctly logged all absences andMED 3 certificates.

Collect and document all sickness absence forms to assist the HRdepartment in the month end payroll reports.

Update and maintain the NWRS reporting with live information.

Collect and collate relevant data including but not limited toabsence data ensuring that it is recorded ready for department reportingobligations. Analysing and producing turnover reports and comparisons for theprevious financial year

Systems

Provide assistance in the implementation and maintaining of a HRcomputer system.

Accurately audit information in relation to HR systems and staffrecords

Create and maintain excel spreadsheets when needed.

Update and maintain accurate employee information on theemployee database GP Team Net

Monitor the HR inbox ensuring that that emails are escalated tothe correct team member dealing with administration queries where possible

Maintain the NWRS system with sound data amendments.

Service Delivery

To deliver a customer focused and user-friendly service whichprovides accurate and timely, professional advice.

Assist the HR team with ad hoc projects and duties as required.

Ensure that all live information is accurate at all times sothat it can be reported on to the correct departments when necessary.

Legislation and GoodPractice

To provide administration support for all HR matters to assistin ensuring that Holderness Health complies with legal, regulatory andcontractual requirements in relation to all employment and HR activities.

To assist in ensuring Holderness Health adheres to safeguardingpractices.

To actively promote Holderness Healths commitment to equalityand diversity by instilling an environment by treating all colleagues, patientsand visitors with dignity and respect and comply with related policies.

Ensure that record keeping is of a sufficient standard to ensurethat the Practice can defend Employment Tribunal cases.

Assist with risk assessments.

To actively complete regular HR training topics to ensure basicunderstanding of main HR areas.

Confidentiality

In the course of employment, the job holder will be dealing withsensitive and personal data relating to employees of Holderness Health. Theyexpect that confidentiality will be maintained.

In the performance of the duties outlined in this jobdescription, the job holder may have access to confidential informationrelating to patients and their carers, practice staff and other healthcareworkers. They may also have access to information relating to the practice as abusiness organisation. All such information from any source is to be regardedas strictly confidential.

Information relating to patients, carers, colleagues, otherhealthcare workers or the business of the practice may only be divulged toauthorised persons in accordance with the practice policies and proceduresrelating to confidentiality and the protection of personal and sensitive data.

Person Specification

Qualifications

Essential

Good standard of general education (NVQ Level 2 or equivalent)

Desirable

CIPD qualified to Level 3 or equivalent

Experience

Essential

HR system skills and knowledge Provide meaningful employee data reports. Knowledge of HR terminology High understanding of working within company policy and procedures Able to record large volumes of data using Microsoft Excel Computer literate with an ability to use the required IT systems and Microsoft Office Excellent negotiation skills Excellent communication skills, both verbal and written Able to effectively manage own workload. Able to meet deadlines, work under pressure and balance priorities. Able to build and sustain relationships at all levels Experience of delivering high quality customer care Experience of general administration processes and record keeping Experience of working with confidential data and information

Desirable

Understanding of staff needs Experience of working in a health or social care setting Experience of working in an HR department

Personal Qualities

Essential

Emotionally resilient and able to flag personal support needs to management when required. Committed to personal development and self motivation Approachable and flexible Honest and reliable Sensitive to patients needs. Ability and willingness to work across all Holderness Health sites.

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