HR Administrator

Job description

Job responsibilities

Job Description

Job Title: HR Administrator

Responsible to: Operations Manager People, Facilities and Practice Operations

Accountable to: Practice Manager

Job Summary:

To provide efficient, organised and proactive administrative support to the HR function, ensuring all workforce processes are delivered consistently, on time and in line with Practice policies and CQC requirements.

The role focuses on coordination, systems management, and record-keeping, supporting line managers to deliver effective people management rather than undertaking this directly. Complex HR matters will be overseen by the Practice Manager with support from external HR advisors.

The postholder will play a key role in ensuring HR processes are completed, documented and audit-ready at all times.

Key Responsibilities:

HR Administration and Systems

• Maintain accurate, up-to-date digital staff records-contracts, variations, meeting notes, etc.
• Ensure all HR documentation is stored appropriately and meets information governance standards
• Maintain and update HR systems e.g. Practice Index
• Ensure all contractual changes e.g. hours, salary, role changes, new starters and leavers are accurately recorded and proactively communicated to the Finance Manager/payroll in a timely manner, ensuring payroll information is complete and up to date
• Develop and maintain clear, accessible HR intranet pages and resources for staff
• Develop and maintain standard templates, checklists and guidance to support consistent HR processes
• Maintain a comprehensive HR calendar appraisals, probation reviews, training, renewals

Recruitment and Onboarding

• Coordinate recruitment processes including:
• Drafting adverts, job descriptions and person specifications (with support)
• Managing applications and shortlisting administration
• Coordinating interviews
• Manage all onboarding processes:
• Offer letters, contracts, references, DBS checks
• Induction scheduling and documentation
• Ensure all new starters are fully compliant, inducted and set up on systems

Appraisals and Workforce Processes

Proactively coordinate, track and follow up with line managers to ensure appraisals, probation reviews and regular check-ins are completed on time

Monitor completion rates and escalate delays where required

Attend HR-related meetings (e.g. appraisals, probation reviews) where appropriate to:

o Take accurate notes

o Document agreed actions

Ensure all documentation is completed, stored and easily retrievable

Attendance and Sickness Management

Maintain accurate and up-to-date records of all staff sickness and absence

Ensure all sickness is recorded consistently and in line with Practice policy

Monitor absence patterns and proactively flag concerns to line managers

Escalate any potential issues (e.g. repeated short-term absence, long-term sickness) to the Practice Manager where appropriate

Ensure Return to Work meetings are completed for all absences:

Coordinate scheduling with line managers

o Provide templates and guidance

o Ensure documentation is completed and stored correctly

Support line managers in following absence management processes in a consistent and timely way

Produce regular reports on sickness and absence trends

Training and Compliance

Maintain training records for all staff (clinical and non-clinical)

Proactively monitor and follow up to ensure mandatory training is completed

Support coordination of internal training (e.g. PLUM sessions)

Provide regular reports on training compliance

Ensure all training and workforce records are audit-ready and support CQC requirements

Policies and Governance

Support the Practice Manager in maintaining up-to-date HR policies

Upload, organise and maintain policies on the intranet

Ensure staff have access to current policies and updates are clearly communicated

Support preparation of documentation required for audits and inspections

Supporting Line Managers

Act as first point of contact for HR administrative queries

Support managers with process guidances

Work closely with the Operations team and line managers to embed consistent HR processes

Escalate complex issues to the Practice Manager

Reporting and Workforce Oversight

Produce regular reports and dashboards on:

o Appraisal completion

o Training compliance

o Staffing changes

o Sickness

Maintain oversight of key workforces processes to ensure consistency and compliance

Support workforce planning through accurate and timely data

This is not an exhaustive list. The successful candidate may be required to undertake additional or alternative duties which are commensurate with the level of skill and responsibility of the role.

Person Specification

Qualifications

Essential

• Strong administrative and organisational skills
• Excellent IT skills - extremely confident with systems, spreadsheets, and intranet tools
• High attention to detail and accuracy
• Ability to manage multiple processes and deadlines
• Proactive approach with the confidence to follow up and challenge where needed
• Strong communication and interpersonal skills
• Ability to work independently and use initiative
• Understanding of basic HR processes

Desirable

• Experience in HR administration
• Experience in General Practice or NHS setting
• Familiarity with HR systems or intranet platforms

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

The Manor Group

Address

Osler Road

Oxford

OX3 9BP

Employer's website

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