HR Administrator - Fixed Term Until End of July 2027

• 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:
• Setting up new starters on the HR system
• Obtaining and checking references
• Processing DBS applications, logging certificate numbers and highlighting any DBS with content for consideration.
• Ensuing Occupational Health clearance is achieved, and that the line manager is informed of any required adjustments.
• Checking professional registration and indemnity
• Ordering of ID and access badges.
• 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:
• Ensuring resignations and retirements are acknowledged and processed on the HR system correctly.
• Calculating annual leave entitlement remaining
• Checking employee file for any training agreements and/or salary sacrifice schemes which require repayment
• Inform IT and ensure assets returned on last day.
• Notifying the HR Advisor of required exit interviews

• 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.

• 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.

• 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.

Essential

• Knowledge of office management systems and procedures
• Experience of setting up and maintaining effective administrative filling systems
• Experience of working with Microsoft packages including, word, excel and power point
• Experience of work involving regular and accurate data inputting