Job Overview:
We have an exciting opportunity to join our practice team in a senior administrative role 25-37.5 hours per week. Days to be agreed with the successful candidate. Flexibility can be offered in relation to start and finish times however days agreed must include a Monday.
Please note: We reserve the right to close this vacancy early
You will build and maintain excellent relationships with our practice workforce and other stakeholders to ensure the highest standards of service. This will include providing a professional and responsive HR and general business administration service to all employees, from recruitment through to exit.
Under the guidance of the Practice Manager, you will provide support to Line Managers on a range of general administrative and HR-related matters. This will include day-to-day HR activities, recruitment, training, policy and procedure updates, and employee relations matters such as sickness absence management, grievances and disciplinary matters.
You will be responsible for administering the practice HR system and any employee benefit schemes, as well as liaising with other support functions when required.
You will also be involved in the administrative aspects of payroll processing, ensuring that holidays, sickness, overtime and other absences are accurately recorded and accounted for in line with Practice policies.
You will build and maintain excellent working relationships with Team Leads to support effective communication and ensure the best standards of service across the practice.
About us:
We are a six-GP partner, semi-rural dispensing and training practice, operating across four sites and serving approximately 16,700 patients.
We have a diverse clinical and administrative workforce, working together to provide high-quality care and services to our patient population.
Main Duties and Responsibilities:
Recruitment Process Management:
Oversee the end-to-end recruitment process, including job posting, sourcing, screening, interviewing, selection and assistance with onboarding.
Ensure job descriptions and advertisements accurately reflect the roles and attract the right candidates.
Advise recruiting managers on recruitment schedules, appropriate advertising, job descriptions, person specifications, grading of posts and remuneration.
Use a variety of sourcing channels, including job boards, social media, employee referrals, networking events and professional associations.
Conduct thorough interviews to assess candidates’ qualifications, skills, experience and suitability for the role.
Ensure accurate letters of appointment and employment contracts are issued in a timely and efficient manner.
Compliance:
Ensure compliance with applicable employment laws, regulations and internal Practice policies throughout the recruitment process.
Maintain awareness of visa sponsorship requirements for current employees and be able to advise on sponsorship options for new employees, following guidelines set by the Practice Management Team.
Lead on employee compliance, including all pre-employment checks such as Right to Work, references, induction, probation, health questionnaires and employment contracts, working closely with colleagues to ensure the new starter process is as seamless as possible.
Work with relevant colleagues to ensure all new starter and employee paperwork is completed accurately and that the required information is provided to payroll for processing.
Lead on internal and external compliance audits, ensuring regular spot checks are completed across all Practice locations.
HR Advisory Support:
Establish and maintain effective two-way communication with staff, colleagues and stakeholders, proactively responding to queries to enhance the quality of service provided by the HR function.
Keep up to date with developments in employment law and remain committed to continuous professional development.
Handle confidential and sensitive information professionally and appropriately at all times.
Work closely with Team Leads, providing support, coaching and advice on people-related matters, including absence management, disciplinary matters, grievances and performance.
Assist with the administration of learning and development initiatives to address current capabilities and future training needs, including on-the-job operational training, department-specific training, management development and new starter induction.
Ensure all Practice policies and procedures are kept up to date in line with current employment legislation and are appropriately communicated across the Practice.
Act as a minute taker when required, ensuring accurate record keeping and compliance with GDPR and relevant employment legislation.
Metrics and Reporting:
Develop and maintain HR information systems and key performance indicators (KPIs), including staff turnover, retention and absence levels.
Prepare and provide HR statistics and management reports, including statutory information, to the Practice Management Team on a monthly basis.
Respond to ad hoc requests for HR-related data and information as required.
Facilitate exit interviews where required, providing appropriate feedback and maintaining accurate records.
Produce and analyse statistical data from exit interviews and other HR information to identify trends, recurring issues and areas of concern.
Raise any identified concerns or significant trends with the Practice Manager and support appropriate follow-up actions where required.
Miscellaneous:
In addition to the duties listed above, the post holder may be required to undertake other duties as assigned from time to time. Any additional duties will be reasonable and appropriate in relation to the individual’s skills, abilities, responsibilities and grade.
Qualifications:
Essential
- Good understanding of recruitment and HR best practice, including key recruitment principles.
- Good understanding of employment law and regulations to ensure compliance throughout the recruitment process.
- Familiarity with visa sponsorship requirements, application processes and relevant restrictions.
- Proficient in using applicant tracking systems and other recruitment software.
- Experience of building effective relationships with stakeholders at different levels and adapting communication styles to suit a variety of internal and external audiences.
Desirable
- A minimum of three years’ experience in a similar role.
- Previous experience of working within a healthcare or General Practice environment.
Essential Skills
- Strong interpersonal and relationship-building skills, with the ability to establish trust and rapport with candidates, colleagues and stakeholders.
- Ability to develop and maintain professional working relationships with managers, staff and external parties.
- Excellent attention to detail and strong organisational skills.
- Ability to work independently, use initiative and effectively manage own workload.
- Good time-management skills, with the ability to manage competing deadlines and prioritise tasks appropriately.
- Strong written and verbal communication skills.
- Ability to handle sensitive and confidential information professionally.
- Proficient in the use of Microsoft Office applications.
Desirable Skills
- Knowledge and experience of using HR information systems.
- Knowledge of recruitment and HR processes within General Practice or the wider NHS.
Qualifications
Essential
- Level 3 qualification in Business Administration, Recruitment and/or Human Resources, or an equivalent relevant qualification.
Desirable
- CIPD Level 3 qualification or equivalent HR-related qualification.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Job Types: Part-time, Permanent
Pay: From £29,932.50 per year
Work Location: In person
