Job responsibilities
Main Responsibilities
Workforce Administration
- Effectively handle enquiries from employees, external organisations and former employees and escalate any enquiries, as necessary
- Undertake administration duties to support the completion of the compliance and onboarding process for all successful applicants. This includes:
o Setting up new starters on the HR system
o Obtaining and checking references
o Processing DBS applications, logging certificate numbers and highlighting any DBS with content for consideration.
o Ensuing Occupational Health clearance is achieved, and that the line manager is informed of any required adjustments.
o Checking professional registration and indemnity
o Ordering of ID and access badges.
o Informing IT and ensure necessary equipment is ordered in time for their first day.
- Support with the processing of changes to terms and conditions, actioning any system changes or issuing paperwork as necessary.
- Support with the processing of maternity, paternity, adoption, and shared parental leave processes across the organisation.
- Undertake administration duties to support the completion of the leavers process. This includes:
o Ensuring resignations and retirements are acknowledged and processed on the HR system correctly.
o Calculating annual leave entitlement remaining
o Checking employee file for any training agreements and/or salary sacrifice schemes which require repayment
o Inform IT and ensure assets returned on last day.
o Notifying the HR Advisor of required exit interviews
HR System and Reporting
- Be the primary contact for all queries on the HR system
- Act as HR systems administrator, configuring the system as required, controlling all user access, managing workflows in and out of the system.
- Ensuring accuracy and data protection compliance on the HR system.
- Monitor staff entries on the HR system to ensure accuracy. For example, correct submission of overtime rate and expenses.
- Liaising with HR system providers to troubleshoot queries as required.
- Run fortnightly reports documenting statutory and mandatory training compliance and circulate to line managers, answering any queries where appropriate.
- Run fortnightly reports documenting all training compliance and circulate to the Learning and Development Manager and Director of People.
- Compile and create ad hoc reports, as required, utilising data from the HR system.
- Undertake routine maintenance of HR system entitlements, including sickness and annual leave ensuring entitlements are updating accordingly and any adjustments are captured.
- Attend monthly payroll meeting to ensure the HR system has captured all relevant employee pay changes and entitlements are accurate.
- Process and monitor employee data including training, for the purposes of auditing and compliance, ensuring all staff training certificates and data is logged and accurate on the HR system.
- Support with the processing of pay awards, circulating information, actioning changes, and filing documents on the HR system.
Compliance
- Process regulatory compliance checks such as GMC/NMC pin checks for GPs and nurses and NHS performers list inclusion.
- Initiate the DBS application process, ensure certificate numbers and renewal dates are recorded, prompting staff when renewals are due and processing according to policy.
- Ensure clinical staff have the necessary clinical indemnity membership in place and renewals dates recorded, prompting staff when renewals are due.
- Support the administration of appraisals, ensuring managers are aware of their staffs review dates and appraisals are saved on cascade.
- Support line managers in probationary reviews, ensuring they are aware of the dates for their staff & receive the necessary paperwork. Confirm in writing successful and extended probations.
- Ensure new starters undertake and complete a DSE assessment and any adjustments actioned accordingly.
Administration
- Process employment and financial reference requests for all staff when requested.
- Involvement in ad-hoc administration projects as and when required for Corporate Services.
- Organise meetings when requested, attending, and taking minutes as and when required.
- Provide administrative support to the HR Advisor and Director of People including word processing and routine communications.
