Human Resources Administrator

You will support the HR team with the day-to-day administration that helps keep our people processes organised, accurate and responsive.

The role will involve supporting recruitment and onboarding activity, maintaining employee records and HR systems, preparing routine correspondence and documentation, and helping to monitor key areas such as probation, appraisals and mandatory training.

You will also help organise meetings, interviews, training and staff engagement activities, while responding to straightforward HR queries and ensuring more complex matters are directed to the appropriate colleague.

This is a varied role where priorities can change quickly, so you will need to be organised, adaptable and comfortable working with confidential information. You will work closely with the wider HR team and colleagues across our practices to help provide an efficient and professional HR service.

JOB TITLE: Human Resources Administrator

REPORTS TO: Human Resources and Recruitment Coordinator

To provide efficient and accurate administrative support to the HR team across a range of routine HR activities.

The postholder will undertake entry-level HR administration including data entry, document management, recruitment administration, employee record maintenance, meeting arrangements and routine monitoring activities.

Working under the supervision of the HR and Recruitment Coordinator, the postholder will follow established HR processes, templates and procedures and will refer queries requiring advice, interpretation or judgement to an appropriate member of the HR team.

The role provides an opportunity to develop knowledge and experience across the HR function while providing essential administrative support to the wider team.

The HR Administrator is not responsible for providing independent HR advice, interpreting HR policies, managing employee relations cases, making recruitment or employment decisions, or approving changes to employment terms. These matters should be referred to the HR & Recruitment Coordinator, HR Advisor or HR Manager as appropriate.

To act as a professional and dedicated member of the HR team demonstrating effective communication skills throughout the course of each and every day

To act as potentially the first point of contact for prospective candidates, coordinating and booking interviews with relevant recruiting managers.

Assist with ad-hoc administration of the recruitment systems/portals

To ensure accurate and confidential scanning/filing of all recruitment documentation

To coordinate central inductions for new staff as required

Provide routine administrative support to existing staff, e.g. queries about annual leave entitlement, reference requests, etc

To ensure accuracy of sickness absence record-keeping, including systems updates and electronic filing

Ensure that employee files are kept up to date in line with the Care Quality Commission (CQC) and other legislative requirements

Ensure accuracy in naming and filing of documents consistently

Process leavers as necessary ensuring payroll are notified and systems are updated as appropriate

Arrange exit interviews as required.

Maintain and update the diaries of the HR Team as requested.

Responsible for the collection and distribution of HR internal/external mail.

Responsible for monitoring the HR & Operations inbox and actioning requests received through the Hub, including but not limited to sickness absence notifications, 1:1s, appraisals, training request forms, training certificates, and other HR-related correspondence. Ensure all documentation is appropriately filed within employee records and on the hub.

Escalate matters received via the HR & Operations inbox to the appropriate member of the HR team where necessary, ensuring timely and accurate resolution.

To take a proactive approach to arrange informal and formal meetings and hearings within agreed timescales, liaising with those involved and securing appropriate rooms when required.

To copy and issue hearing packs by the required deadlines.

Performance and Talent Management

Manage the completion of appraisals and chase those who have not submitted them.

To work with the HR Advisor and/or HR Manager to collate training needs identified from completed appraisals.

Arrange dates and venues for clinical and non-clinical training sessions and provide administrative support as required

To continuously develop own skills and knowledge in relation to the role.

Process improvement

To contribute to the service development and improvements.

To actively participate in development of new initiatives, demonstrating innovation, for example, develop opportunities to utilise full functionality of the HR online system

Assist with formatting, updating and publishing approved HR documents, such as the employee handbook

Support the HR team to ensure that all staff employment related policies are up to date and employees are aware of any changes.

Carry out other ad hoc duties as required.

Ensure confidentiality at all times, only releasing confidential information obtained during the course of employment to those acting in an official capacity in accordance with the provisions of the Data Protection Act and Freedom of Information Act.

Carry out duties with due regard for equal opportunities, health and safety and SCMG Values.

Assist with the organisation of all social events and annual functions e.g. Christmas party, PLT etc.

Terms and Conditions of Service

This post is subject to a DBS check and satisfactory reference.

The post holder must hold a valid driving licence and possess business insurance for travel between sites.

South Coast Medical Group is an award-winning NHS Primary Care Network comprising five GP surgery locations across the Bournemouth area and serving more than 55,000 patients.

Our people are at the heart of what we do and our values underpin the way we work and the culture we continue to develop across the organisation:

Seek Solutions looking for ways to improve, innovate and overcome challenges.Care and Be Compassionate treating patients and colleagues with kindness, respect and understanding.Mean What You Say communicating openly and honestly and taking responsibility for what we do.Grow Relationships building positive, collaborative relationships with our patients, colleagues and partners.

You will join a friendly, busy and supportive team where professionalism, teamwork and development are encouraged.

Benefits include NHS Pension, up to 30 days annual leave, parking at each site, Health Service Discounts, an Employee Assistance Programme, discounted bus travel and an employee referral scheme.

Communication & Knowledge

Experience

Qualifications

Personable Attributes

Skills & Competencies