HR Administrator

Job description

Job responsibilities

The post-holder will have superb communication, administration skills and good self-motivation. The post holder will able to handle written and verbal employee queries with the utmost confidentiality. Responsibilities may include but not be limited to, drawing up HR documents, corresponding with recruitment agencies, updating company policies and ensuring that they comply UK legislation.The post holder should have good experience in HR administration, proficient in I.T skills and be able to deal with a variety of responsibilities, work well under pressure, be able to use their own 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 organisations business aims.

The post holder will recruit, support and develop talent through developing policies and procedures.

A number of these activities that the post holder will have but not limited to are:

• Undertake a variety of administrative duties to assist the operations team with the running of the Federation services.
• Facilitate effective communication across the broad range of stakeholders to assure the smooth-running of the services internally and externally.
• Facilitate the recruitment process from start to finish.
• Ensure that employee information is received and stored correctly in accordance with GDPR rules and regulations.

Job Responsibilities:

• 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.
• Support the development and implementation of HR initiatives and systems.
• Support management in disciplinary and grievance issues.
• Maintain employee records according to policy and legal requirements.
• Computer / data entry and session allocation with particular attention to rota software.
• Undertaking a wide range of administrative duties which include ensuring all information is managed correctly, filed and followed up accordingly.
• Have a working knowledge of all office based software and hardware, i.e. photocopier, fax, patient information system.
• Promoting equality and diversity as part of the culture in the organisation.
• Drawing up plans for future employment hiring procedures and goals.
• Build strong relationships at all levels to influence and engage staff.
• 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.

You will:

• Hold a CIPD Level 3 qualification or working towards one
• Have a minimum of 2 years of experience working within NHS or Public Sector
• Extensive administrative experience within HR

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

• CIPD Level 5

Employer details

Employer name

Islington GP Federation

Address

Unit 16-18

The Studios, Hornsey Street

Holloway

London

N7 8EG

Employer's website

https://www.islingtongpfederation.org/ (Opens in a new tab)