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Job description

JOB DESCRIPTION

Post Title: H.R. Assistant

Reporting To: Managing Partner

Job Summary:

To support in delivering an efficient and proactive HR Service across the organisation, acting in accordance with employment legislation and organisational policy and procedure. To provide comprehensive, high quality administrative and recruitment support by undertaking a wide range of administrative tasks and efficiently working with office systems and processes.

The job description and person specification are an outline of the current tasks, priorities, responsibilities, and outcomes required of the role and are not meant to be an exhaustive list. The job holder will undertake any other duties or responsibilities as may reasonably be required by their line manager.

Primary Duties and Responsibilities:

· To provide a proactive and professional HR customer service to managers and staff in person, via email or other written correspondence and over the phone.

· To act as a first point of contact with HR system queries, dealing with general queries, providing day-to-day guidance, signposting others to the most appropriate resource and referring more complex matters to the Managing Partner.

· Take a lead role in overseeing and supporting managers with the absence management process which will include ensuring return to work interviews are completed, maintaining sickness percentage scores, liaising with occupational health, and undertaking low level formal meetings.

· Support the HR function in receiving, processing and communicating routine and sensitive data.

· Support HR services in recruitment, including job advertisement, shortlisting matrices, interview scheduling, note taking and candidate feedback.

· Support with the preparation of new employment documentation including offer letters, contracts of employment and training agreements.

· Produce employee letters as directed using templates.

· Arrange all pre-employment checks, including DBS applications, verifying ID documentation, checking professional registrations, referrals to occupational health, driving licence checks etc. as applicable per role. Provide feedback to the Managing Partner and Managers on the outcome of checks completed.

· Ensure and monitor the completion of mandatory eLearning across all staff groups.

· Support with the coordination of employee induction programmes.

· Provide administrative support across all HR processes including performance, absence management, disciplinary and grievance issues.

· Maintain and update a regular schedule of employee data and associated actions and maintain personnel files on an ongoing basis. Ensure a high degree of accuracy.

· Maintain and ensure the accuracy of staff information on the HR System.

· Provide information for payroll on a regular basis, submitting paperwork in a timely manner, including starters, leavers, contractual changes, overtime reports, maternity/paternity leave and sickness absence etc.

· Support with the process of Maternity, Adoption, Paternity and Parental leave requests.

· Support with the process for Flexible Working requests.

· Track the schedule for and remind managers to complete probationary reviews and annual appraisals.

· Manage the process for staff to receive the Long Service Award/Vouchers.

· Undertake administration to support the leaver process, including exit interviews.

· Deal with reference requests.

· Support periodic auditing of records and employee information.

· Oversee the process for ensuring agency and locum compliance, maintaining an accurate register to support managers with staffing shifts.

· Arrange formal and informal meetings as requested, ensuring these are within timescales in policy where applicable.

· Attend meetings/hearings to take notes.

· Compile reports and extract HR data as needed for the Managing Partner.

· Assist in producing, distributing, and collating responses to employee surveys.

· Maintain organisation structure charts, ensuring that it is a current and accurate reflection of the organisation’s hierarchy.

· Arrange and coordinate training courses as directed.

· Provide administrative support to a range of HR projects.

· Identify continuous improvement opportunities

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

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 Health & Safety Manual, and 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 free from hazards
• Actively reporting of 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 holder’s role
• Undertaking periodic infection control training (minimum annually)
• Reporting potential risks identified
• Demonstrate due regard for safeguarding and promoting the welfare of children.

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 recognises the importance of people’s 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 which is welcoming to and of the individual, is non-judgemental 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, 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 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 team’s performance
• Work effectively with individuals in other agencies to meet patients' needs
• Effectively manage own time, workload, and resources

Communication

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

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

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 own work
• Participate in audit where appropriate

OTHER DELEGATED DUTIES

This job description is not intended to be exhaustive - it may be changed after consultation with the post holder. The employee shares with the employer the responsibility for review and modification of duties.

Job Types: Part-time, Permanent
Part-time hours: 24 - 30 per week

Salary: £11.43 per hour

Benefits:

• Company pension
• Free parking
• On-site parking
• Sick pay

Schedule:

• Monday to Friday

Education:

• GCSE or equivalent (preferred)

Work Location: One location

Application deadline: 03/03/2023
Reference ID: HR Assistant 08022023