Job Description

Title:

HR Administrator

Reports to:

Senior HR Advisor

Responsible to:

Surrey Heath Community Providers Ltd (SHCPL, 'The Federation')

Base:

Surrey Heath Community Providers Ltd, Theta Building, Frimley Rd, Frimley, Camberley GU16 7ER

Hours per week:

37.5 hours per week, Monday to Friday

Salary:

From 24,912 per annum (FTE), depending on experience and qualifications (pro-rata for part time)

Holiday Entitlement:

27 days per year (based on full time hours) plus Bank Holiday entitlement

Key Relationships:

Senior HR Advisor, HR Manager, Payroll, Finance, Senior Leadership Team, All SHCPL employees, Specialist HR support service

ABOUT US:

We are Surrey Heath Community Providers Limited, which is a federation of 7 GP practices across 10 sites, covering a population of over 97,000 patients across Surrey Heath. We began in 2016 and now employ around 200 members of staff across our clinical and corporate support teams. Since 2019 we have hosted the Primary Care Network in Surrey Heath.

As a GP Federation and Primary Care Network, we are proud to represent our member practices and to champion primary care by working with local general practice and system partners, in the provision of community based healthcare services. We are dedicated to providing safe and compassionate care to our patients across our range of primary care services in Surrey Heath and believe in continuous commitment to quality service delivery and positive patient outcomes.

Patients are at the heart of everything we do,

and we pride ourselves in

ensuring our patients feel safe, supported, communicated with and respected

, at a time when they may be feeling vulnerable.

Our vision is to provide high quality, seamless health care that enables people to lead healthier lives, whilst feeling supported and cared for.

ROLE SUMMARY:

The role is to support the Senior HR Advisor and HR Manager with the HR functionality of the organisation including;

Assisting with a wide range of employment relations issues including relevant employment law, policies & procedures. Recording appropriate information onto HR Systems. Recruitment and selection. Managing the employee lifecycle, on-boarding and off-boarding. Providing general HR administration.
You will be key to the smooth running of the team with excellent communication skills, able to work to tight deadlines and be IT proficient including the use of Word, Excel, Outlook and Microsoft Teams and be able to data input accurately and efficiently.

In addition, this role offers opportunities for continuous learning and skill development through training courses to support the post holder's career progression within the organisation.

DUTIES AND RESPONSIBILITIES:

Employee related administration such as letters and file notes, references, adjustment forms, flexible working applications, right to work checks, DBS checks. Providing accurate and professional HR information. Generating offer letters and contracts of employment and managing the new starter process. Managing the leaver process. Managing the recruitment process including advertising, pre-screening, arranging interviews and making verbal offers. Supporting the Senior HR Advisor with disciplinary, grievance and absence management casework by preparation of documents, analysis of information and preparing reports. Providing information on the Company policies and procedures. Keeping all departmental documentation and forms up to date. All general HR administration including HR minute taking when required Assisting to identify any areas needed for improvement. Supporting with HR training workshops and meetings when required. Work on Ad Hoc HR projects with the Senior HR Advisor aligned with the people strategy when required. Helping to ensure an inclusive culture is imbedded across the business. Ensuring GDPR criteria is met and followed. Managing the HR inbox and escalating to Senior HR Advisor when necessary. Supporting PCN practices with HR queries if required.

CORPORATE ACCOUNTABILITY:

1. Codes of Conduct

To act at all times in accordance with the CIPD code of conduct and be professionally accountable for your actions.

2. Equal Opportunities

The Federation / PCN / practices are committed to an equal opportunities policy that affirms that all staff should be afforded equality of treatment and opportunity in employment irrespective of sexuality, marital status, race, religion/belief, ethnic origin, age or disability. All staff are required to observe this policy in their behaviour to fellow employees.

3. Equality and Diversity

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, including:

Acting in a way that recognizes 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-judgmental and respects their circumstances, feelings priorities and rights.

4. 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 , 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.

5. Data Protection

All employees must adhere to the Practice Policy on the Protection and use of Personal Information, which provides guidance on the use and disclosure of information. The Practice also has a range of policies for the use of computer equipment and computer-generated information. These policies detail the employee's legal obligations and include references to current legislation. Copies of the policy on the protection and use of personal information, and other information technology, can be found in the Practice policies and procedures manual.

6. Risk Management

You will be responsible for adopting the risk management culture and ensuring that you identify and assess all risks to your systems, processes and environment and report such risks for inclusion within the Practice risk register. You will also attend mandatory and statutory training, report all incidents/accidents, including near misses, and report unsafe occurrences as laid down within The Practice Incidents and Accidents Policy.

7. Personal/ Professional Development

The post-holder will participate in any training programme implemented by the Practice as part of this employment, such training including:

Participation in an annual individual Appraisal and Development 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. This role is considered to be a developmental position and the jobholder will be encouraged to develop personal and business skills.

8. Quality

The post-holder will strive to maintain quality within the PCN and practices, 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. Proactively seek and identify opportunities for quality / service improvement and lead such activities. 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.

9. Communication:

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

Communicate effectively and respectfully with colleagues, patients and carers. Anticipate and recognise people's needs for alternative methods of communication and respond accordingly. External communication will be with patients NHS bodies, and other GP practices and service providers.

10. Safeguarding

The post holder will have, or acquire through training provided by the organisation, the appropriate level of safeguarding and knowledge, skills and practice required for the post and be aware of and comply with the organisation's safeguarding protection policies and procedures

11. Health & Safety

The post-holder will assist in promoting and maintaining their own and others' health, safety and security as defined in the Practice's Health & Safety Policy.

Comply with Practice health and safety policies by following agreed safe working procedures Awareness and compliance with national standards of infection control, hygiene, regulatory / contractual / professional requirements, and good practice guidelines. Correct personal use of Personal Protective Equipment (PPE) and ensuring correct use of PPE by others, advising on appropriate circumstances for use by clinicians, staff and patients. Reporting incidents using the organisations Incident Reporting System

12. Special Working Conditions

The post-holder is required to travel independently between their base, care homes and practice sites (where applicable), and to attend meetings etc. hosted by other agencies. The post-holder may have contact with body fluids i.e. wound exudates; urine etc.

13. Carry out any other duties as reasonably required by the Team Lead, PCN/ Federation, Clinical Director or Practice Manager.

This is not intended to be an exhaustive list of responsibilities, and it is expected that you will participate in a wide range of activities.

PERSON SPECIFICATION

Qualifications:

4 GCSE's (C and above) including English and Maths or equivalent - Essential*
CIPD Level 3 qualification - Desired*

Knowledge

Experience of working with healthcare professionals and/or previous experience in the NHS or social care - Desired*
Experience working in a HR administrator or equivalent role - Desired*
Advanced knowledge of Microsoft Office packages e.g. PowerPoint, Word, Excel, Outlook - Essential*
Knowledge of NHS structures and organisational relationships - Desired*
Knowledge of HR laws and regulations - Desired*
Understanding of general office procedures - Essential*

Skills

Excellent verbal and written communication skills - Essential*
Good listening and organisational skills - Essential*
Ability to work with minimum supervision - Essential*
Ability to work within clear policy of confidentiality - Essential*
Excellent customer care skills - Essential*
Able to collect and collate data - Essential*

Personal Attributes

Disciplined and organised, with the ability to work under pressure and manage own time - Essential*
Able to work as part of a team, co-operating to work together and willing to help and assist wherever possible and appropriate - Essential*

Job Type: Full-time

Pay: From 24,912.00 per year

Benefits:

Company pension Free parking On-site parking
Schedule:

Monday to Friday
Work Location: In person