HR Administrator

Job description

Job responsibilities

HR Administrator

Accountable to: Head of HR

Reports to: HR Advisor

Role Purpose

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

Administration

Input and maintain up to date records both paperwork and computer 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 relevant information i.e., occupational health, Disclosure services.

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

Assist with staff information in relation to monthly changes.

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

Produce and analyse HR system reports as and when necessary to aid practice strategy

Recruitment & Selection

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

Send out relevant information to new starters and assist with new starter paperwork queries, checking paperwork to ensure that starters meet legal requirements and policy requirements, and that all documentation is present 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 with related queries and raising issues.

Respond in a timely manner to all job enquiries.

Ensure that the correct data is recorded ready for department reporting obligations.

Ensure that all new employees are inputted accurately to the HR system and set up their employment obligations and information.

Monitor employee probationary periods ensuring meetings take place in line with contractual obligations. Advising line managers and on the process and escalating to the HR advisor when needed.

Training & Development

Administration of training, including Blue Stream supporting managers to ensure all mandatory training is kept up to date, organising other training e.g., Leadership Development and Protected Time for Learning events.

Provide training reports when needed.

Asist with the planning and organisation of PTL days.

Identifying and raising training issues when necessary

Policies & Procedures

Assist the HR team in developing and maintaining the HR Topic page on GP Team Net, updating when necessary and suggest ways to continuously improve it.

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

Signpost users to relevant HH policies & processes

Ensure all documentation complies with current Holderness Health policies.

Ensure the running of the HR system.

Ensure that all policies and procedures and contractual documents are processed and electronically monitored and stored within the HR system.

Reporting

Collect and analyse information in relation to staff surveys.

Liaise with internal departments i.e., finance and IT, line managers 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 to current employment providing monthly HR reports for the Management Board.

Provide support to the HR team on the analysis and production of reports and documentation enabling action plans to be developed and implemented.

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

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

Update and maintain the NWRS reporting with live information.

Collect and collate relevant data including but not limited to absence data ensuring that it is recorded ready for department reporting obligations.

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

Systems

Act as a superuser for the HR system, supporting and advising when necessary, liaising with the providers for system updates and amendments when needed.

Accurately audit information in relation to HR systems and staff records

Create and maintain accurate excel spreadsheets when needed.

Update and maintain accurate employee information on the employee database GP Team Net and HR system.

Monitor the HR inbox ensuring that that emails are escalated to the 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 which provides 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 so that it can be reported on to the correct departments when necessary.

Legislation and Good Practice

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

To assist in ensuring Holderness Health adheres to safeguarding practices.

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

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

Assist with risk assessments.

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

Confidentiality

In the course of employment, the job holder will be dealing with sensitive and personal data relating to employees of Holderness Health. They expect that confidentiality will be maintained.

In the performance of the duties outlined in this job description, the job 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

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

Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.

Making effective use of training to update knowledge and skills.

Using appropriate infection control procedures, maintaining work areas in a tidy and safe way free from hazards

Actively reporting health and safety hazards and infection hazards immediately when recognised

Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role

Undertaking periodic infection control training (minimum annually)

Reporting potential risks identified

Demonstrate due regard for safeguarding and promoting the welfare of children.

Equality and diversity

Support the equality, diversity and rights of patients, carers and colleagues, to include:

Acting in a way that recognizes the importance of peoples rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation.

Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.

Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Personal/Professional development

Participate in any training programme implemented by the practice as part of this employment, such training to include:

Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.

Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.

Quality

Strive to maintain quality within the practice, and will:

Alert other team members to issues of quality and risk.

Assess own performance and take accountability for own actions, either directly or under supervision

Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance.

Effectively manage own time, workload and resources

Communication

Recognise the importance of effective communication within the team and will strive to:

Communicate effectively with other team members.

Recognize peoples needs for alternative methods of communication and respond accordingly.

Contribution to the implementation of services

Apply practice policies, standards and guidance.

Discuss with other members of the team how the policies, standards and guidelines will affect own work.

Participate in audit where appropriate.

The practice is moving towards becoming a paper-light environment.

Person Specification

Skills & Knowledge

Essential

• Understanding of working within company policy and procedures.
• Computer literate with an ability to use the required IT systems and Microsoft Office.
• Excellent communication skills, both verbal and written.
• Able to effectively manage own workload amd work to deadlines
• Excellent attention to detail.

Desirable

• Knowledge of HR terminology.
• Understanding of staff needs.
• Excellent negotiation skills.

Personal Qualities

Essential

• Emotionally resilient
• Committed to personal development.
• Flexible and reliable.
• Sensitive to patients needs.
• Ability and willingness to work across all Holderness Health sites.

Qualifications

Essential

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

Desirable

• CIPD qualified to Level 3 or equivalent

Experience

Essential

• An understanding and knowledge of the workings within a HR department and/or experience of working in a busy and demanding staff environment.
• Experience of delivering high quality customer care.
• Able to record large volumes of data using Microsoft Excel.
• Experience of general administration processes and record keeping.
• Experience of working with confidential data and information.

Desirable

• Experience of working in a health or social care setting.
• Experience of working in a HR department.

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

Holderness Health

Address

Church View Surgery

5 Market Hill House

Hedon

HU12 8JE

Employer's website

https://www.holdernesshealth.nhs.uk/ (Opens in a new tab)