Job responsibilities
1. Recruitment Support Duties
To participate in the end-to-end recruitment and selection process.
To support the Head of HR in publishing jobs onto various job boards mostly NHS Job website, LMC, SW London Primary care jobs etc
To support HR screen through CV's and shortlist suitable candidates for the role.
To use Microsoft Outlook, respond to all candidate applications received.
To ensure that pre- employment checks such as;
o References
o Right to work in the UK
o Professional registrations
o DBS checks as a PCN employee
Following successful pre-employment checks, set new starter on Teamnet to complete mandatory training and on Actus for appraisal.
Liaise with Occupational health for pre-employment screening including CQC vaccinations.
Draft Offer letters and Contract of employment for approval by HR Manager.
To deal with routine e-mails and telephone calls on all recruitments.
To provide administrative support to Practice managers on temporary staffing solutions.
2. Induction
To prepare Induction packs/Induction programmes for new starters
To update new starters details on Teamnet and Actus.
To coordinate new joiner orientation at all Practice sites.
To organise Smart Card and appropriate IT access via PCN IT Team
Arrange Emis, Docman and other Clinical system training for new starters
To arrange for new starters to complete all the relevant paperwork during the induction process or within the first week of arrival.
To monitor probation and ensure that all paperwork is completed by line managers and letters issued as required.
3. Planning and Organisation
To co-ordinate grievance, capability and disciplinary hearings / meetings, organising panel members.
To take minutes for disciplinary and grievance hearings if required.
To assist and implement the review or creation of standard letters, templates or documentation in accordance with new policies, regulations and changes in employment legislation.
To answer staff queries professionally, accurately and in accordance with agreed services levels, via telephone and workflow process.
To administer Annual staff engagement questionnaire.
To issue and collate exist interview questionnaire.
To work closely with the other PCNs administrative staff to share best practices.
To time manage and plan own work appropriately to ensure that deadlines are met, taking a flexible approach to activities and re-prioritising regularly.
To carry out regular CQC compliance checks on all staff and advising accordingly.
4. Absence Management (Sickness)
To assist in the management of sickness absence meetings and process Occupational Health referrals as required.
To monitor staff sickness absences on HR system in line with Occupational sick pay entitlement.
To liaise with Managers / Team leaders to complete return to work following a sickness absence.
To contact managers to arrange sickness absence informal meeting with their staff who have had 3 episodes of absence in a 12 month rolling period. (Informal Meeting)
To discuss with Head of HR on staff sickness absence exceeding 3 episodes in a 12 month rolling period. (Formal Meeting)
To inform Head of HR of staff currently on Long Term Sickness absence, 28 days or more.
To produce sickness absence report on monthly basis for the Head of HR
5. Staff Appraisals
To monitor deadlines and support line managers and Team leaders to complete appraisals on time including
o Self-appraisal
o Mid appraisal
o Annual - appraisal
Using Actus appraisal system to monitor deadlines
Liaise with Training Hub to address staff training needs identified on appraisals.
6. HR System updates
To be responsible for updating and maintaining the electronic staff record information on designated HR system in accordance with new starters and employee changes as appropriate.
To update the system with changes in staff personal information, working pattern and changes with annual leave entitlement.
Ensure all certificates and DBS checks are current.
Ensure all mandatory training is current
To carry out staff information audit on HR system and liaise with payroll on any pay discrepancies.
To respond to system queries from staff / management
To generate staff report on annual leave, sickness absence, training, probation and staff on temporary contract of employment.
To update staff annual leave entitlement, bank holidays and accrued holidays
Keeping update with the changes in the HR system and updating staff user guides.
- To ensure the P-File check list is in line with CQC guidelines
Discussing with Head of HR any security concerns which undermine staff confidentiality
8. General Administration
- Assist the HR Manager with general, day to day administrative duties.
- To undertake general office duties, post, including filing, photocopying, arranging meetings and maintaining distribution lists.
- To contact line managers on behalf of staff regarding pay queries.
- You will be required to work across PCN sites at any time and entail travel and working at different practice sites; all of which are located within Sutton area.
- To follow up on line managers to make sure requests for annual leave are recorded on HR system in accordance with PCNs policy.
- You will be expected to take responsibility for maintaining and promoting own and others health, safety, security and wellbeing at work.
- You will be required to understand, agree and adhere to a policy of strict confidentiality.
- To ensure that the PCNs HR policies and guideline are adhered to at all times.
- To communicate effectively with staff on a regular basis, both individually and at team meetings.
- To assist with ad hoc HR projects or tasks when required and providing cover for other HR Admin roles.
9. Professional Development
- To attend training as required to support professional and personal development
- Participate in appraisal process to support own career development
- Undertake training as necessary in line with the development of the post and as agreed with the line manager as part of the personal development process.
- Take responsibility for identifying what learning you need to do your job better and jointly plan with your line manager what training you require
10. Communications and Engagement
Maintaining effective communication with the team
To liaise with Employment advisors, ACAS etc if necessary
Promote, ensure and maintain systems for effective staff communication within and across the practices.
