Job summary
The post
holder will serve as the primary point of contact for employees and service
leads regarding general HR-related enquiries. The HR Officer will be
responsible for a range of duties, including but not limited to coordinating
the recruitment process, liaising with recruitment agencies, managing employee
documentation, preparing employment contracts, and handling both written and
verbal employee queries with confidentiality and professionalism. In addition,
the HR Officer will lead on junior advisory ER cases, with support from the HR
advisor.
The post holder should have good experience in HR administration, be
proficient in IT skills and be able to deal with a variety of responsibilities,
work well under pressure, be able to use their initiative and keep calm in
tense situations. The post holder should be approachable, fair, have good
multi-tasking skills and be able to attend training sessions if needed.
This will entail making sure that staff have the right balance in
terms of skills and experience and making sure that training and development
are available for colleagues to enhance their performance and skills in order
to achieve the organisation's business aims.
Main duties of the job
General operational responsibilities:
To act as a first point of contact for all
employees at IGPF.
To be the primary contact and systems
administrator for queries on our BrightHR system.
Ensuring the BrightHR Database accurately
reflects current staff conditions and details. This includes inputting starters
and leavers and contractual amendments.
Support the development and implementation of
HR initiatives and systems.
Provide counselling on policies and
procedures.
To be responsible for preparing and
maintaining accurate HR reports. This includes compiling data related to
recruitment, employee sickness, turnover, training, and other HR metrics to
support management decision-making and ensure compliance with company policies
and legal requirements.
Maintain accurate and up-to-date HR
spreadsheets such as Payroll, recruitment, DBS renewals, etc.
To support the administration of Maternity and
Paternity Leave requests. Including simple calculations, correspondence and
system updates.
Managing the HR email inbox.
Provide day-to-day advice to Line Managers and
Employees on general HR related queries, requests and Policies and Procedures,
escalating more complex issues to the HR Manager.
Have a working knowledge of all office-based
software and hardware, i.e. photocopier, fax, patient information system.
About us
Islington
GP Federation (IGPF) is a growing organisation representing 31 practices; we
have established ourselves as a leader in new ways of working, including
running Islingtons extended access primary care services (I: HUB) as well as
supporting the Islington Primary Care Networks (PCNs). Our current range of
services include the Extended Access Service, I: HUB, Community Ear, Nose and
Throat (ENT), Integrated Community Gynaecology, practice-based pharmacists and
a range of practice support mechanisms.
IGPF works
very closely with a range of partners including the regional commissioning
group, NHS England, Healthy London Partnership, Public Health, local hospitals
such as UCLH,Whittington Health and the London Borough of Islington.
IGPF is the
host organisation for the Primary Care Network (PCN) workforce and the
Islington Training Hub and has been working for over three years to create
training and development programmes that meet the needs of staff working in
primary and community care settings.
IGPF runs
four Islington GP Practices-Northern Medical Practice, Barnsbury Medical
Practice, City Road Medical Centre and Hanley Primary Care Centre
Job description
Job responsibilities
- General operational responsibilities:
- To act as a first point of contact for all employees at IGPF.
- To be the primary contact and systems administrator for queries on our BrightHR system.
- Ensuring the BrightHR Database accurately reflects current staff conditions and details. This includes inputting starters and leavers and contractual amendments.
- Support the development and implementation of HR initiatives and systems.
- Provide counselling on policies and procedures.
- To be responsible for preparing and maintaining accurate HR reports. This includes compiling data related to recruitment, employee sickness, turnover, training, and other HR metrics to support management decision-making and ensure compliance with company policies and legal requirements.
- Maintain accurate and up-to-date HR spreadsheets such as Payroll, recruitment, DBS renewals, etc.
- To support the administration of Maternity and Paternity Leave requests. Including simple calculations, correspondence and system updates.
- Managing the HR email inbox.
- Provide day-to-day advice to Line Managers and Employees on general HR related queries, requests and Policies and Procedures, escalating more complex issues to the HR Manager.
- Have a working knowledge of all office-based software and hardware, i.e. photocopier, fax, patient information system.
- Ensure electronic and paper-based personnel files are maintained and filing/archiving is completed in a timely, GDPR/Data protection compliant manner.
- Support service delivery process ensuring compliance, admin and systems are updated in a timely manner
2. Recruitment & onboarding:
- Be actively involved in the recruitment process by posting ads and managing the hiring process, checking Right to Work information.
- To coordinate the onboarding process, including Disclosure & Barring Service (DBS) check processing, contacting the applicants references and compiling compliance documents as required.
- Be a focal point for line managers and support with finding agency cover for various roles across IGPF.
- Developing induction, training and development programs.
- Promoting equality and diversity as part of the culture in the organisation.
3. Payroll
- To liaise with and inform the payroll team as necessary about changes to payroll and ensure accurate records are updated on HR systems and employee files.
- Ensure that all payroll reports are prepared and logged in time for the monthly payroll meeting and submitted to the payroll team, for example, contractual variations, new starters and leavers.
- Maintain employee records according to policy and legal requirements. Drawing up plans for future employment hiring procedures and goals.
- Build strong relationships at all levels to influence and engage staff.
4. Advice and Guidance
- Provide HR support to line managers and employees dealing with staff issues, holidays, sickness etc.
- Take minutes of any HR meetings as required.
- Work with our external HR law consultants as necessary.
- Support the HR advisor with projects and ER issues.
- Lead on junior advisory ER cases, with support from the HR advisor.
- Assist with the development of new HR policies and procedures.
- Assist managers in dealing with requests and issues relating to maternity, absence, flexible working applications, parental leave and annual leave.
- Supporting the employee relations cases from start to finish, which includes preparing relevant letters.
- Research and undertake specific projects and other ad-hoc tasks as directed by the HR Manager.
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, staff and other healthcare workers. They may also have access to information relating to the Federation 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 Federation may only be divulged to authorised persons in accordance with the Federation policies and procedures relating to confidentiality and the protection of personal and sensitive data.
Health & Safety:
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Federations Health & Safety Policy, to 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 free from hazards.
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 Federation procedures and policies, and current legislation
- Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
- Behaving in a manner which 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 Federation as part of this employment, such training to include:
- Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
- Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work
Quality:
The post-holder will strive to maintain quality within the Federation, 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
- Work effectively with individuals in other agencies to meet patients needs.
- Effectively manage own time, workload and resources
Communication:
The post-holder should recognize the importance of effective communication within the team and will strive to:
- Communicate effectively with other team members
- Communicate effectively with patients and carers
- Recognize peoples needs for alternative methods of communication and respond accordingly
- Contribution to the Implementation of Services:
- The post-holder will:
- Apply Federation policies, standards and guidance,
- Discuss with other members of the team how the policies, standards and guidelines will affect own work.
- Participate in audit where appropriate
Job description
Job responsibilities
- General operational responsibilities:
- To act as a first point of contact for all employees at IGPF.
- To be the primary contact and systems administrator for queries on our BrightHR system.
- Ensuring the BrightHR Database accurately reflects current staff conditions and details. This includes inputting starters and leavers and contractual amendments.
- Support the development and implementation of HR initiatives and systems.
- Provide counselling on policies and procedures.
- To be responsible for preparing and maintaining accurate HR reports. This includes compiling data related to recruitment, employee sickness, turnover, training, and other HR metrics to support management decision-making and ensure compliance with company policies and legal requirements.
- Maintain accurate and up-to-date HR spreadsheets such as Payroll, recruitment, DBS renewals, etc.
- To support the administration of Maternity and Paternity Leave requests. Including simple calculations, correspondence and system updates.
- Managing the HR email inbox.
- Provide day-to-day advice to Line Managers and Employees on general HR related queries, requests and Policies and Procedures, escalating more complex issues to the HR Manager.
- Have a working knowledge of all office-based software and hardware, i.e. photocopier, fax, patient information system.
- Ensure electronic and paper-based personnel files are maintained and filing/archiving is completed in a timely, GDPR/Data protection compliant manner.
- Support service delivery process ensuring compliance, admin and systems are updated in a timely manner
2. Recruitment & onboarding:
- Be actively involved in the recruitment process by posting ads and managing the hiring process, checking Right to Work information.
- To coordinate the onboarding process, including Disclosure & Barring Service (DBS) check processing, contacting the applicants references and compiling compliance documents as required.
- Be a focal point for line managers and support with finding agency cover for various roles across IGPF.
- Developing induction, training and development programs.
- Promoting equality and diversity as part of the culture in the organisation.
3. Payroll
- To liaise with and inform the payroll team as necessary about changes to payroll and ensure accurate records are updated on HR systems and employee files.
- Ensure that all payroll reports are prepared and logged in time for the monthly payroll meeting and submitted to the payroll team, for example, contractual variations, new starters and leavers.
- Maintain employee records according to policy and legal requirements. Drawing up plans for future employment hiring procedures and goals.
- Build strong relationships at all levels to influence and engage staff.
4. Advice and Guidance
- Provide HR support to line managers and employees dealing with staff issues, holidays, sickness etc.
- Take minutes of any HR meetings as required.
- Work with our external HR law consultants as necessary.
- Support the HR advisor with projects and ER issues.
- Lead on junior advisory ER cases, with support from the HR advisor.
- Assist with the development of new HR policies and procedures.
- Assist managers in dealing with requests and issues relating to maternity, absence, flexible working applications, parental leave and annual leave.
- Supporting the employee relations cases from start to finish, which includes preparing relevant letters.
- Research and undertake specific projects and other ad-hoc tasks as directed by the HR Manager.
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, staff and other healthcare workers. They may also have access to information relating to the Federation 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 Federation may only be divulged to authorised persons in accordance with the Federation policies and procedures relating to confidentiality and the protection of personal and sensitive data.
Health & Safety:
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Federations Health & Safety Policy, to 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 free from hazards.
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 Federation procedures and policies, and current legislation
- Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
- Behaving in a manner which 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 Federation as part of this employment, such training to include:
- Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
- Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work
Quality:
The post-holder will strive to maintain quality within the Federation, 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
- Work effectively with individuals in other agencies to meet patients needs.
- Effectively manage own time, workload and resources
Communication:
The post-holder should recognize the importance of effective communication within the team and will strive to:
- Communicate effectively with other team members
- Communicate effectively with patients and carers
- Recognize peoples needs for alternative methods of communication and respond accordingly
- Contribution to the Implementation of Services:
- The post-holder will:
- Apply Federation policies, standards and guidance,
- Discuss with other members of the team how the policies, standards and guidelines will affect own work.
- Participate in audit where appropriate
Person Specification
Experience
Essential
- At least 2 years of experience as an HR administrator.
- Experience in producing accurate and complex employment/contractual documentation and correspondence.
- Experience in using a Human Resources IT system.
- Experience in producing official letters and documentation.
- Experience in planning and organising monthly payroll changes and letters.
- Experience working within a public sector organisation.
Desirable
- Experience within a health care setting
- Experience in using BrightHR system.
- Experience in using Bluestream.
Quality/Attributes
Essential
- An understanding, acceptance and adherence to the need for strict confidentiality
- Able to work under pressure and remain calm
- Flexible and adaptable
- Keen to develop
Knowledge and skills
Essential
- An understanding of HR processes and systems.
- Ability to provide basic HR advice to line managers in a diplomatic and tactful manner, escalating queries to senior colleagues where necessary.
- Excellent working knowledge of legislation & procedures at level 3 CIPD.
- Good organisational skills
- Good teamwork skills
- Effective time management skills
- Ability to work independently following verbal or written instructions
- Ability to communicate effectively with internal and external contacts at all levels.
- Competent IT user, including Microsoft Office to intermediate level (Word, Excel, Outlook and Teams)
Desirable
- Knowledge of employment law and current good practice in HR.
Qualifications
Essential
- CIPD qualification level 3 or relevant HR experience.
Desirable
Person Specification
Experience
Essential
- At least 2 years of experience as an HR administrator.
- Experience in producing accurate and complex employment/contractual documentation and correspondence.
- Experience in using a Human Resources IT system.
- Experience in producing official letters and documentation.
- Experience in planning and organising monthly payroll changes and letters.
- Experience working within a public sector organisation.
Desirable
- Experience within a health care setting
- Experience in using BrightHR system.
- Experience in using Bluestream.
Quality/Attributes
Essential
- An understanding, acceptance and adherence to the need for strict confidentiality
- Able to work under pressure and remain calm
- Flexible and adaptable
- Keen to develop
Knowledge and skills
Essential
- An understanding of HR processes and systems.
- Ability to provide basic HR advice to line managers in a diplomatic and tactful manner, escalating queries to senior colleagues where necessary.
- Excellent working knowledge of legislation & procedures at level 3 CIPD.
- Good organisational skills
- Good teamwork skills
- Effective time management skills
- Ability to work independently following verbal or written instructions
- Ability to communicate effectively with internal and external contacts at all levels.
- Competent IT user, including Microsoft Office to intermediate level (Word, Excel, Outlook and Teams)
Desirable
- Knowledge of employment law and current good practice in HR.
Qualifications
Essential
- CIPD qualification level 3 or relevant HR experience.
Desirable
