HR Administrator

Job description

Job responsibilities

Administrative Support:

Upload all requested documents to HR database

Upload all external training to bluestream and link to module

Collate all star of the month information for the managers meeting

Process the certificates for the star of the month

Update annual contracts following pay rise

Administer all contracts and flexible working requests through HR database

To provide information from the HR database to create reports as requested.

Administer Monthly bluestream reports for line managers

Data cleanse HR database with all change of contracts, job titles, training certificates, ensure jobs and locations match contracts, job and job holder lists are accurate

Ensure HR database hierarchy is set up accurately, especially when changing management roles.

Ensure holidays are updated annually on HR database manually calculating and adding bank holiday entitlement

Ensure all holidays are manually checked and changed with change of hours on HR database

Administer annual seasonal changes on HR database

Ensure timely and accurate communication with all BMG staff

Share Beacon wide emails as required.

Liaise with HR Officer to enable contact lists to be up to date.

Recruitment:

Be responsible for all areas of administration of recruitment in conjunction with the HR Officer

Liaising with the Line Managers and advertising as per Line manager requests for timely NHS jobs advert placement.

Set up job on HR database including adding JD, hierarchy of role pay details etc.

Be main point of contact for all potential candidate liaising with line managers.

Monitoring the NHS jobs advertisements

Administration of all paperwork to line managers for shortlisting process

Administration for all interviews liaising with the Line Managers

File all paperwork for the applicable time frame.

Create candidate information on HR database, link to job created and create offer letter

Administration of all legal pre-application documentation for new starter and file appropriately

Monitor receipt of all legal pre-employment documentation and chase where relevant

Update all received documentation onto HR data-base and liaise with Line managers for potential start dates once all received

Where applicable arrange for DBS application with candidate.

Complete and verify all right to work in the UK paperwork, DBS verification paperwork, Smartcard ID paperwork and administer all appropriate electronic systems

Where appropriate issue letter and policy, code all potential employees and their dependants as staff as patients, link all addresses of dependants to the employee and link with Admin Team lead if patients of partners.

Create employee through NHS spine for smartcard and set up, modify position for relevant job role and update with UUID. For existing smartcard users modify permissions to Beacon and modify role.

Create contract for new candidate ensure prior to first day of employment

Liaise with Payroll details of new starter

Create accounts and log ins for all HR related systems such as Systm one, Windows, CIPHR, NHS Mail, Bluestream and record all passwords on Induction paperwork. Where applicable set up ICE log ins.

Administer probation process on HR database and Healthshield database

Leavers:

Administer the leavers process for staff and ensure timely issue of all legal documentation.

Process resignation letter and upload to HR database

Create employee as a leaver through the HR database

Acknowledge receipt of resignation and send letter to employee with exit interview and liaise with HR Officer

Systems:

Data cleanse following systems

HR database

Healthshield

Blue stream

Microsoft

Systm 1

NHS mail

Smartcard

DBS online

DCCR

Administer Medical Students, Nurse Students and Locums in liaison with the relevant line manager for all the required systems i.e.

Blue stream

Microsoft

Systm 1

NHS mail

Smartcard

Health and Safety:

Ensure all members of staff comply with the Groups health and safety policy

Carry out risk assessments to comply with current Health and Safety legislation

Ensure any health and safety concerns are reported to the Operations Manager

To be aware of and adhere to applicable practice rules, regulations, legislation and procedures, national legislation (Health and Safety, COSHH, Data Protection).

Equality and Diversity:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues

Act in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with group processes and policies and current legislation

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

Behaving in a manner that is welcoming, non-judgemental and respects the individuals circumstances, feelings, priorities and rights

The details contained in this job description are not exhaustive and may change as the post develops.

Governance:

Identify and record risks and issues, developing contingency plans with service and contract leads

Ensure the PCN is compliant with health and safety policies and procedures to reflect current best practice

Ensure that the PCN board and Clinical director adhere to the governance structure as set out in the network agreement

Confidentiality:

To maintain confidentiality of information acquired in the course of undertaking duties for the practice.

Person Specification

Qualifications

Essential

• Evidence of a good general standard of education

Desirable

• CIPD qualification

Skills

Essential

• Excellent communication and customer service skills
• Ability to make employees feel at ease
• Ability to communicate across all levels
• Ability to work accurately and effectively to deadlines
• Ability to use initiative to ensure HR administration processes runs smoothly
• Excellent organisational skills, with an ability to prioritise important tasks
• Good IT skills particularly in Microsoft Office.
• Problem solving skills
• Accurate and methodical approach
• Recognise own development needs and recognise how these may be met

Desirable

• Flexibility to work independently or as a member of a team to achieve organisational goals
• Ability to coordinate and maintain various documents including guides, contracts and policies
• Ability to work under pressure
• Ability to adapt and change in a fast-paced environment

Experience

Essential

• Experience of administrative work including record keeping, scanning, printing and data entry
• Experience of managing multiple tasks and meeting company objectives.
• Experience with online databases /CRMs.
• Experience of recruitment legalities

Desirable

• Experience of working across multiple sites
• HR administrative experience
• Ability to communicate and engage with colleagues at all levels from within the organisation.
• Excellent verbal and written communication skills, including the ability to communicate sensitive or contentious information.
• Experience in a health provider organisation, preferably primary care setting

The Groups Values

Essential

• The candidate must demonstrate an understanding of our values.

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

Beacon Medical Group

Address

Ivybridge Medical Practice

Station Road

Ivybridge

Devon

PL210AJ

Employer's website

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