HR Assistant
Job description
Job DescriptionJob Title Human Resources AssistantBand 3Hours Full-Time – 37.5hrs per weekJob Location Waltham Forest Federated GP Network (FedNet) Headquarters, 500 Larkshall Road, E4 9HH.Report to Head of HRAccountable to HR Administrator, HR ManagerJob SummaryAs part of the HR Team, the post holder will be the main contact, responsible for providing a comprehensive administrative support service. The post holder will be professional, provide consistent and timely HR support and advice to all staff and will provide a streamlined and high-quality recruitment service and HR Transactional process, whilst monitoring learning and development compliance.The post holder will undertake the entry of key information into HR systems and support the full HR function to ensure that the organisation maintains high level HR services to meet the ongoing needs of the organisation.The HR Assistant is responsible for ensuring information, documents and correspondence issued are accurate and produced in a timely fashion and will also be required to assist in maintaining wellbeing of the employees.Duties and ResponsibilitiesAct as the first point of contact for the HR team, dealing with general enquiries and providing standard information on a range of HR policies and proceduresTo communicate sensitive and confidential information in person, by telephone and in writing using tact, discretion and sensitivity.Ensure a professional service is delivered consistently with information being accurately relayed to the appropriate member of staff.Monitoring the HR inbox and dealing with the queries in a timely manner or forwarding/informing the relevant department/person.To be able to direct employees, both staff and managers accordingly where more complex advice is needed.Liaise and communicate effectively with all colleagues within the organisation as well as external networks and providers.Inputting data onto the necessary computer systems, primarily; Bluestream, Bright HR and Recruitment databases.Undertake a full range of pre-employment checks for all successful candidates in line with the appropriate policies and procedures, whilst ensuring accurate records are maintained.Ensuring all ID checks are compliant with NHS standards e.g. Right to Work, DBS checksMedical/Occupational Health ClearanceObtaining and chasing ReferencesConduct applicant check with Professional Body Council websites for up-to-date registration of candidates and reporting any discrepancies to Recruiting ManagerConduct and countersign DBS checks where relevant and conduct renewal checks for existing staff every 3 years, where requested. There will be a requirement to chase up information where is it not provided. The post holder will alert the Recruiting Manager and/or Head of HR of any DBS issues.Coordinating the recruitment process including posting job ads, organizing job interviews and fully onboarding the chosen candidate(/s).Maintaining compliance databases and keeping up to date with DBS/Professional Registration/Bluestream expiry.Liaising with Lead GPs and updating them on recruitment progress, annual leave requests, appraisals etc.To book venues for training, seminars and other events, order refreshments for training sessions and ensure that the training materials are fully prepared and available for the sessions in a timely manner.Shared responsibility with other departmental administrators for maintenance and safe use of office equipment, such as photocopiers, ensuring supply of necessary materials and calling maintenance engineers when necessary.To have a working knowledge of the Data Protection Act and its requirements, in respect to confidentiality for both patients and staff and ensuring any computerised information system is maintained as requested.Deal with issues that arise appropriately, including enquiries or complaints from patients, shareholders, GP practices and outside organisations. Where necessary, refer to your manager, ensuring that no issue is inappropriately delayed in being actioned.Keep an accurate, detailed log of all complaints, compliments and comments, received, ensuring the necessary action is taken and relevant parties informed for action to be taken.Undertake additional duties where appropriate as requested by Head of HR.To undertake on-going personal development through participation in appraisal and supervision.As an employee of the organisation you may be asked to move within your service area in response to service needs.This job description gives a general outline of the post and it is not intended to be inflexible or a final list of duties. It may therefore be amended from time to time in consultation with the post holder.To be noted:This is not an exhaustive list of duties and responsibilities. The post holder may be required to work across the service and to undertake other duties which fall within the grade of the job, in discussion with the manager.This job description will be reviewed regularly in the light of changing service requirements and any such changes will be discussed with the post holder.The post holder is expected to comply with all relevant organisation policies, procedures and guidelines, including those relating to Equal Opportunities, Health and Safety and Confidentiality of Information.Health, Safety and SecurityAll employees have a duty to report any accidents, complaints, defects in equipment, near misses and untoward incidents, following company procedure.ConfidentialityAll information relating to patients and staff gained through your employment with the company is confidential.It is the responsibility of each member of staff to be aware of and to comply with, the Company Confidentiality Policy, which highlights your responsibilities in respect of service user (patient) confidentiality. Staff who are governed by a professional Code of Conduct are expected to uphold their professional body’s provisions relating to confidentiality.Any other general requirements as appropriate, to the post and the location.The range of duties and responsibilities outlines above are indicative only and are intended to give a broad flavor of the range and type of duties that will be allocated. They are subject to modification in the light of changing demands and the development requirements of the post holder.Person SpecificationFactorEssentialDesirableQualificationsand TrainingEducated to GCSE level or equivalent in Maths and EnglishA Level/NVQ level 3 in business administration or equivalent qualificationAppropriate secretarial qualification e.g. RSA or equivalent secretarial experienceExperienceDemonstrable secretarial experience in a busy office environment, including word processing and Microsoft Office experience.Previous HR ExperienceSkillsAble to type, proficiency in word processing, able to produce and alter documents, including producing policies and reports for presentationProficient in the use of MS Office, Word, PowerPoint, Outlook and ExcelDatabase skills (e.g. use of Excel), able to input, manipulate and extract data e.g. sort, filter and produce basic graphs.Able to approach tasks in a systematic and methodical manner.Able to follow instructions and procedures and recognise the importance of procedures to the job role.Able to use initiative to handle a wide range of queries from the Board/Senior Management Team & staff, providing information on issues such as terms and conditions, annual leave etc.Excellent oral/written communication skills and professional telephone manner.Ability to promote and foster good working relationshipsAble to explain terms and conditions of service and employment policies.Numerate - able to calculate correctly, salaries and annual leave entitlements.Demonstrable ability to prioritise conflicting demands, able to cope with changing demands.Highly effective interpersonal and customer care skills, able to deal with irate members of the public/staff/employees in a diplomatic and tactful manner, reassuring and responding in a timely fashion.KnowledgeAccurate filing ability.Ability to work as part of a team.High Standard of accuracy and attention to detail.Able to work on own initiative, assess competing demands and reprioritise at short notice.Understands the need for confidentiality in roleKnowledge of effective office systems and word processing packagesKnowledge of NHSterms and conditions of service.Job Types: Full-time, Fixed term contractContract length: 12 monthsSalary: £27,129.00 per yearSchedule:Monday to FridayAbility to commute/relocate:Highams Park, E4 9HH: reliably commute or plan to relocate before starting work (preferred)Experience:Human resources: 1 year (preferred)Licence/Certification:CIPD (preferred)Work Location: In personApplication deadline: 18/10/2023
