HR Assistant

Job description

Job responsibilities

Weavers Medical

JOB DESCRIPTION

TitleHuman Resources (HR) Coordinator

TeamManagement Support

Responsible t: Managing Partner

Reporting toSenior HR Coordinator

LocationWeavers Medical

Hours20 hours per week

Contract Type12 month contract - Maternity Cover

Main Purpose

To assist with the day to day operations of all the HR functions and duties within the practice.

To provide clerical and administrative support to the senior HR coordinator and management team.

To compile and update employee records.

Key Tasks

Recruitment

a) To place job adverts online and printed media as required from time to time.

b) To communicate with candidates about shortlisting, interviews and job offers.

Staff Induction and Training

To organise all staff training according to training requirements as directed by the senior HR coordinator.

To ensure all employed staff sign up for training sessions they need to attend.

To book rooms for training sessions as required from time to time.

To meet and greet trainers when they arrive for training sessions.

To issue training certificates as required.

f. To keep an up to date training log for each member of staff

Absence Management

a) To process all non-clinical holiday requests in line with the practice policy, referring to the senior HR coordinator as required.

b) To refer requests which fall outside of the policy to senior management.

c) To receive all telephone calls reporting sickness.

d) To assist with logging sickness absence as per the practice policy.

Starters and leavers

a) To disseminate induction programmes for all new starters

b) To assist the HR coordinator with pre-employment checks and documentation for all new starters.

c) To set up training logs for all new starters and ensure they complete their mandatory training within the required timescale

d) To ensure all practice uniform and equipment is returned on or after the last day of employment.

Appraisals

a) To help organise annual appraisals for all employed staff (excluding salaried GPs)

b) To issue notes of appraisal to staff member and ensure any actions are completed within agreed timescale

c) To help with organising 3 months appraisals for all new starters.

d) To take notes at appraisal meetings, ensuring these accurately reflect the discussion.

Other Admin Tasks

a) To file all HR documents and keep all staff records up to date

b) Administration cover for absences and help with extra-ordinary workloads.

c) Be generally involved in the administration of a small business.

Health & safety

The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety policy, 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 and keeping them 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

Equality and diversity

The post-holder will 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 that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Personal/Professional development

The post-holder will 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
• Taking responsibility for own development, learning, and performance and demonstrating skills and activities to others

Quality

The post-holder will 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

The post-holder should recognise the importance of effective communication within the team and will:

• Communicate effectively with other team members
• Communicate effectively with patients and carers
• Recognise peoples needs for alternative methods of communication and respond accordingly

Most instruction and communication of activity will be via the Practice Manager.

Contribution to the implementation of services:

The post-holder will

• Apply practice policies, standards and guidance.
• Discuss with other members of the team how the policies, standards and guidelines will affect their own work.
• Participate in audit where appropriate.

Confidentiality

• In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.
• In the performance of the duties outlined in this job description, the post-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.

Person Specification

Qualifications

Essential

• GCSE grade A to C in English and Maths

Experience

Essential

• Minimum 1 year HR Experience

Desirable

• Experience of working in primary care
• Experience of working in a GP practice

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

Weavers Medical

Address

Prospect House

121 Lower Street

Kettering

Northants

NN16 8DN

Employer's website

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