Keston and Moorings Medical Practice

HR & Systems Administrator

The closing date is 07 November 2025

Job summary

To provide comprehensive HR administrative support across the entire employee lifecycle and ensure the effective management of HR systems, digital platforms and workforce data. The postholder will play a key role in maintaining accurate records, supporting recruitment and onboarding, and assisting with the implementation and improvement of digital HR processes across all Bourne Health sites.

Main duties of the job

HR Administration

  • Support the HR Manager with day-to-day HR operations across multiple practice sites.
  • Manage and maintain accurate employee records on HR systems, ensuring compliance with GDPR and employment law.
  • Assist with end-to-end recruitment administration, including advertising roles, shortlisting, coordinating interviews, issuing offer letters and contracts.
  • Coordinate onboarding and induction for new starters.
  • Ensure the starters checklist has been fully actioned, including checks for right to work, DBS and references and our internal operational starters tasks.
  • Support leavers processes, including response to resignations, exit interviews and record updates on the People HR platform.
  • Maintain HR policies and procedures, ensuring they are up to date and accessible.
  • Support managers in preparing for appraisals using our defined appraisal process and tools.
  • Regular checking of key HR processes such as absence, probation reviews, appraisals, and training compliance.
  • Assist with the administration of payroll changes, sickness absence reporting, and employee benefits.
  • Set and act on reminders for updates to policies, upcoming probationary reviews, appraisals etc
  • Support the HR Manager with tasks related to TUPE
  • Regularly monitor the HR and Recruitment inboxes to identify, prioritise, and respond to incoming correspondence, escalating matters to relevant team members as required.

About us

Bourne Health is the largest primary care provider in South West London, serving diverse communities across multiple GP surgeries. We are committed to delivering high-quality, patient-centred care, underpinned by innovation, community engagement, and operational excellence.

Details

Date posted

21 October 2025

Pay scheme

Other

Salary

Depending on experience Depending On Experience

Contract

Permanent

Working pattern

Part-time, Flexible working

Reference number

A1332-25-0009

Job locations

Purley War Memorial Hospital

856 Brighton Road

Purley

Surrey

CR8 2YL


Job description

Job responsibilities

Key Responsibilities:

HR Administration

Support the HR Manager with day-to-day HR operations across multiple practice sites.

Manage and maintain accurate employee records on HR systems, ensuring compliance with GDPR and employment law.

Assist with end-to-end recruitment administration, including advertising roles, shortlisting, coordinating interviews, issuing offer letters and contracts.

Coordinate onboarding and induction for new starters.

Ensure the starters checklist has been fully actioned, including checks for right to work, DBS and references and our internal operational starters tasks.

Support leavers processes, including response to resignations, exit interviews and record updates on the People HR platform.

Maintain HR policies and procedures, ensuring they are up to date and accessible.

Support managers in preparing for appraisals using our defined appraisal process and tools.

Regular checking of key HR processes such as absence, probation reviews, appraisals, and training compliance.

Assist with the administration of payroll changes, sickness absence reporting, and employee benefits.

Set and act on reminders for updates to policies, upcoming probationary reviews, appraisals etc

Support the HR Manager with tasks related to TUPE

Regularly monitor the HR and Recruitment inboxes to identify, prioritise, and respond to incoming correspondence, escalating matters to relevant team members as required.

Systems and Data Management

Act as the first point of contact for HR systems queries (e.g. TeamNet, People HR).

Maintain and update digital platforms for workforce planning, compliance tracking, and reporting.

Support implementation of HR and operational systems, ensuring data integrity and consistency.

Produce regular reports and analytics for the HR Manager and senior management team.

Assist in identifying opportunities to streamline administrative processes and improve data accuracy across systems.

Audit HR data for completeness, compliance and data quality

General Support

Provide administrative support for meetings, including notetaking and action tracking.

Support internal communications relating to HR updates, policy changes and training opportunities.

Liaise with site leads, practice managers and the wider multidisciplinary team to ensure effective HR coordination across sites.

Attention to detail - detail oriented mindset.

Undertake any other duties commensurate with the role and grade as requested by the HR Manager.

This list is not exhaustive, and all team members should be prepared to accept additional, or surrender existing duties, to enable the efficient running of the organisation.

Your individual job plan will be agreed with your line manager. This will be subject to change in accordance with the needs of the organisation.

Key Relationships:

Internal:

Members of the Senior Management team

Colleagues within The Bourne Health Partnership

External:

Other GP practices and practice groups

Other external organisations

Confidentiality / Data Protection / Freedom of Information

Post holders must maintain the confidentiality of information about patients, staff and other health service business in accordance with the Data Protection Act of 1998. Post holders must not, without prior permission, disclose any information regarding patients or staff. If any member of staff has communicated any such information to an unauthorised person, those staff will be liable to disciplinary action up to and including dismissal. Moreover, the Data Protection Act 1998 also renders an individual liable for prosecution in the event of unauthorised disclosure of information. Following the Freedom of Information Act (FOI) 2005, post holders must apply the organisations FOI procedure if they receive a written request for information.

Information Governance

All staff must comply with information governance requirements. These includes statutory responsibilities (such as compliance with the Data Protection Act), following national guidance (such as the NHS Confidentiality Code of Practice) and compliance with local policies and procedures (such as the Trust's Confidentiality policy). Staff are responsible for any personal information (belonging to staff or patients) that they access and must ensure it is stored, processed and forwarded in a secure and appropriate manner

Equal Opportunities

Post holders must at all times fulfil their responsibilities with regard to The Bourne Partnerships Equal Opportunities Policy and equality laws.

Health and Safety

All post holders have a responsibility, under the Health and Safety at Work Act (1974) and subsequently published regulations, to ensure that The Bourne Partnerships health and safety policies and procedures are complied with to maintain a safe working environment for patients, visitors and employees.

Infection Control

All post holders have a personal obligation to act to reduce healthcare-associated infections (HCAIs). They must attend mandatory training in Infection Control and be compliant with all measures required to reduce HCAIs. All post holders must comply with the Partnerships Infection Control Policies, including those that apply to their duties, such as Hand Decontamination Policy and Personal Protective Equipment Policy. Risk Management All post holders have a responsibility to report risks such as clinical and non-clinical accidents or incidents promptly. They are expected to be familiar with The Bourne Partnerships use of risk assessments to predict and control risk, as well as the incident reporting system for learning from mistakes and near misses in order to improve services. Post holders must also attend training identified by their manager or stated to be mandatory.

Flexible Working

As an organisation we are committed to developing our services in ways that best suit the needs of our patients. This means that some staff groups will increasingly be asked to work a more flexible shift pattern and multiple sites so that we can offer services in the evenings or at weekends.

Safeguarding children and vulnerable adults

Post holders have a general responsibility for safeguarding children and vulnerable adults in the course of their daily duties and for ensuring that they are aware of the specific duties relating to their role.

Sustainability

It is the responsibility of all staff to minimise the environmental impact by recycling wherever possible, switching off lights, computers monitors and equipment when not in use, minimising water usage and reporting faults promptly.

Smoking Policy

The Bourne Partnership is committed to providing a healthy and safe environment for staff, patients and visitors. Staff are therefore not permitted to smoke on organisational property.

Job description

Job responsibilities

Key Responsibilities:

HR Administration

Support the HR Manager with day-to-day HR operations across multiple practice sites.

Manage and maintain accurate employee records on HR systems, ensuring compliance with GDPR and employment law.

Assist with end-to-end recruitment administration, including advertising roles, shortlisting, coordinating interviews, issuing offer letters and contracts.

Coordinate onboarding and induction for new starters.

Ensure the starters checklist has been fully actioned, including checks for right to work, DBS and references and our internal operational starters tasks.

Support leavers processes, including response to resignations, exit interviews and record updates on the People HR platform.

Maintain HR policies and procedures, ensuring they are up to date and accessible.

Support managers in preparing for appraisals using our defined appraisal process and tools.

Regular checking of key HR processes such as absence, probation reviews, appraisals, and training compliance.

Assist with the administration of payroll changes, sickness absence reporting, and employee benefits.

Set and act on reminders for updates to policies, upcoming probationary reviews, appraisals etc

Support the HR Manager with tasks related to TUPE

Regularly monitor the HR and Recruitment inboxes to identify, prioritise, and respond to incoming correspondence, escalating matters to relevant team members as required.

Systems and Data Management

Act as the first point of contact for HR systems queries (e.g. TeamNet, People HR).

Maintain and update digital platforms for workforce planning, compliance tracking, and reporting.

Support implementation of HR and operational systems, ensuring data integrity and consistency.

Produce regular reports and analytics for the HR Manager and senior management team.

Assist in identifying opportunities to streamline administrative processes and improve data accuracy across systems.

Audit HR data for completeness, compliance and data quality

General Support

Provide administrative support for meetings, including notetaking and action tracking.

Support internal communications relating to HR updates, policy changes and training opportunities.

Liaise with site leads, practice managers and the wider multidisciplinary team to ensure effective HR coordination across sites.

Attention to detail - detail oriented mindset.

Undertake any other duties commensurate with the role and grade as requested by the HR Manager.

This list is not exhaustive, and all team members should be prepared to accept additional, or surrender existing duties, to enable the efficient running of the organisation.

Your individual job plan will be agreed with your line manager. This will be subject to change in accordance with the needs of the organisation.

Key Relationships:

Internal:

Members of the Senior Management team

Colleagues within The Bourne Health Partnership

External:

Other GP practices and practice groups

Other external organisations

Confidentiality / Data Protection / Freedom of Information

Post holders must maintain the confidentiality of information about patients, staff and other health service business in accordance with the Data Protection Act of 1998. Post holders must not, without prior permission, disclose any information regarding patients or staff. If any member of staff has communicated any such information to an unauthorised person, those staff will be liable to disciplinary action up to and including dismissal. Moreover, the Data Protection Act 1998 also renders an individual liable for prosecution in the event of unauthorised disclosure of information. Following the Freedom of Information Act (FOI) 2005, post holders must apply the organisations FOI procedure if they receive a written request for information.

Information Governance

All staff must comply with information governance requirements. These includes statutory responsibilities (such as compliance with the Data Protection Act), following national guidance (such as the NHS Confidentiality Code of Practice) and compliance with local policies and procedures (such as the Trust's Confidentiality policy). Staff are responsible for any personal information (belonging to staff or patients) that they access and must ensure it is stored, processed and forwarded in a secure and appropriate manner

Equal Opportunities

Post holders must at all times fulfil their responsibilities with regard to The Bourne Partnerships Equal Opportunities Policy and equality laws.

Health and Safety

All post holders have a responsibility, under the Health and Safety at Work Act (1974) and subsequently published regulations, to ensure that The Bourne Partnerships health and safety policies and procedures are complied with to maintain a safe working environment for patients, visitors and employees.

Infection Control

All post holders have a personal obligation to act to reduce healthcare-associated infections (HCAIs). They must attend mandatory training in Infection Control and be compliant with all measures required to reduce HCAIs. All post holders must comply with the Partnerships Infection Control Policies, including those that apply to their duties, such as Hand Decontamination Policy and Personal Protective Equipment Policy. Risk Management All post holders have a responsibility to report risks such as clinical and non-clinical accidents or incidents promptly. They are expected to be familiar with The Bourne Partnerships use of risk assessments to predict and control risk, as well as the incident reporting system for learning from mistakes and near misses in order to improve services. Post holders must also attend training identified by their manager or stated to be mandatory.

Flexible Working

As an organisation we are committed to developing our services in ways that best suit the needs of our patients. This means that some staff groups will increasingly be asked to work a more flexible shift pattern and multiple sites so that we can offer services in the evenings or at weekends.

Safeguarding children and vulnerable adults

Post holders have a general responsibility for safeguarding children and vulnerable adults in the course of their daily duties and for ensuring that they are aware of the specific duties relating to their role.

Sustainability

It is the responsibility of all staff to minimise the environmental impact by recycling wherever possible, switching off lights, computers monitors and equipment when not in use, minimising water usage and reporting faults promptly.

Smoking Policy

The Bourne Partnership is committed to providing a healthy and safe environment for staff, patients and visitors. Staff are therefore not permitted to smoke on organisational property.

Person Specification

Personal Qualities

Essential

  • Polite and confident
  • Flexible and co-operative
  • Excellent interpersonal skills
  • Motivated and proactive
  • Ability to use initiative and judgement
  • Ability to work under pressure

Qualifications

Essential

  • Educated to GCSE standard
  • Excellent literacy and numeracy skills

Desirable

  • CIPD Level 3 Certificate in Personnel Practice

Experience

Essential

  • Previous experience in an administrative or HR support role
  • Strong IT and systems skills, including Excel and HRIS platforms

Desirable

  • Experience of working with People HR

Other Requirements

Essential

  • Disclosure Barring Service (DBS) check
  • Maintain confidentiality at all times

Desirable

  • Flexibility to work outside of core office hours

Skills

Essential

  • Excellent attention to detail and accuracy
  • Good understanding of confidentiality and data protection
  • Excellent communication and interpersonal skills
  • Ability to prioritise workload and manage competing deadlines
  • Excellent attention to detail and accuracy
Person Specification

Personal Qualities

Essential

  • Polite and confident
  • Flexible and co-operative
  • Excellent interpersonal skills
  • Motivated and proactive
  • Ability to use initiative and judgement
  • Ability to work under pressure

Qualifications

Essential

  • Educated to GCSE standard
  • Excellent literacy and numeracy skills

Desirable

  • CIPD Level 3 Certificate in Personnel Practice

Experience

Essential

  • Previous experience in an administrative or HR support role
  • Strong IT and systems skills, including Excel and HRIS platforms

Desirable

  • Experience of working with People HR

Other Requirements

Essential

  • Disclosure Barring Service (DBS) check
  • Maintain confidentiality at all times

Desirable

  • Flexibility to work outside of core office hours

Skills

Essential

  • Excellent attention to detail and accuracy
  • Good understanding of confidentiality and data protection
  • Excellent communication and interpersonal skills
  • Ability to prioritise workload and manage competing deadlines
  • Excellent attention to detail and accuracy

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Keston and Moorings Medical Practice

Address

Purley War Memorial Hospital

856 Brighton Road

Purley

Surrey

CR8 2YL


Employer's website

https://www.kestonmedicalpractice.co.uk/ (Opens in a new tab)

Employer details

Employer name

Keston and Moorings Medical Practice

Address

Purley War Memorial Hospital

856 Brighton Road

Purley

Surrey

CR8 2YL


Employer's website

https://www.kestonmedicalpractice.co.uk/ (Opens in a new tab)

Employer contact details

For questions about the job, contact:

HR Manager

Pam Ram

swlicb.bhrecruitment@nhs.net

07577464541

Details

Date posted

21 October 2025

Pay scheme

Other

Salary

Depending on experience Depending On Experience

Contract

Permanent

Working pattern

Part-time, Flexible working

Reference number

A1332-25-0009

Job locations

Purley War Memorial Hospital

856 Brighton Road

Purley

Surrey

CR8 2YL


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