Toprovide efficient, organised and proactive administrative support to the HRfunction, ensuring all workforce processes are delivered consistently, on timeand in line with Practice policies and CQC requirements.
Therole focuses on coordination, systems management, and record-keeping,supporting line managers to deliver effective people management rather thanundertaking this directly. Complex HR matters will be overseen by the PracticeManager with support from external HR advisors.
Thepostholder will play a key role in ensuring HR processes are completed,documented and audit-ready at all times.
Main duties of the job
Key Responsibilities:
HR Administration and Systems
* Maintain accurate, up-to-date digital staff records- contracts, variations, meeting notes, etc.
* Ensure all HR documentation is stored appropriately and meets information governance standards
* Maintain and update HR systems e.g. Practice Index
* Ensure all contractual changes (e.g. hours, salary, role changes, new starters and leavers) are accurately recorded and proactively communicated to the Finance Manager and payroll in a timely manner, ensuring payroll information is complete and up to date
* Develop and maintain clear, accessible HR intranet pages and resources for staff
* Develop and maintain standard templates, checklists and guidance to support consistent HR processes
* Maintain a comprehensive HR calendar (appraisals, probation reviews, training, renewals)
Recruitment and Onboarding
Appraisals and Workforce Processes
Attendance and Sickness Management
Training and Compliance
Policies and Governance
Supporting Line Managers
Reporting and Workforce Oversight
This is not an exhaustive list. The successful candidate may be required to undertake additional or alternative duties which are commensurate with the level of skill and responsibility of the role.
About us
We are a modern and friendly GP Practice in Oxford,with approximately 27,000 patients and 110 staff, looking to recruit anenthusiastic HR Administrator with excellent organisational and IT skills. Weoperate across two sites, the Manor Surgery in Headington and Kennington HealthCentre - although this position is based in Headington.
This is a busy and varied role supporting theday-to-day running of our HR function. The successful candidate will beresponsible for coordinating key workforce processes, including recruitment andonboarding, maintaining accurate staff records, managing HR systems andintranet pages, and ensuring that processes such as appraisals, training andprobation reviews are completed on time.
A key part of the role will be proactively workingwith line managers to ensure workforce processes are carried out consistentlyand documented appropriately. This will include scheduling appraisals,attending meetings where appropriate to take notes, and ensuring alldocumentation is complete and up to date. The role will also involve managingsickness and absence records, monitoring patterns, ensuring Return to Workprocesses are completed, and escalating any concerns where appropriate.
The role requires someone who is highly organised,reliable and able to manage a varied workload. You will need strong IT skills,excellent attention to detail and the confidence to follow up with others toensure tasks are completed.
Job responsibilities
Job Description
Job Title: HR Administrator
Responsible to: Operations Manager People, Facilities and Practice Operations
Accountable to: Practice Manager
Job Summary:
To provide efficient, organised and proactive administrative support to the HR function, ensuring all workforce processes are delivered consistently, on time and in line with Practice policies and CQC requirements.
The role focuses on coordination, systems management, and record-keeping, supporting line managers to deliver effective people management rather than undertaking this directly. Complex HR matters will be overseen by the Practice Manager with support from external HR advisors.
The postholder will play a key role in ensuring HR processes are completed, documented and audit-ready at all times.
Key Responsibilities:
HR Administration and Systems
* Maintain accurate, up-to-date digital staff records-contracts, variations, meeting notes, etc.
* Ensure all HR documentation is stored appropriately and meets information governance standards
* Maintain and update HR systems e.g. Practice Index
* Ensure all contractual changes e.g. hours, salary, role changes, new starters and leavers are accurately recorded and proactively communicated to the Finance Manager/payroll in a timely manner, ensuring payroll information is complete and up to date
* Develop and maintain clear, accessible HR intranet pages and resources for staff
* Develop and maintain standard templates, checklists and guidance to support consistent HR processes
* Maintain a comprehensive HR calendar appraisals, probation reviews, training, renewals
Recruitment and Onboarding
* Coordinate recruitment processes including:
* Drafting adverts, job descriptions and person specifications (with support)
* Managing applications and shortlisting administration
* Coordinating interviews
* Manage all onboarding processes:
* Induction scheduling and documentation
* Ensure all new starters are fully compliant, inducted and set up on systems
Appraisals and Workforce Processes
Proactively coordinate, track and follow up with line managers to ensure appraisals, probation reviews and regular check-ins are completed on time
Monitor completion rates and elevate delays where required
Attend HR-related meetings (e.g. appraisals, probation reviews) where appropriate to:
o Take accurate notes
o Document agreed actions
Ensure all documentation is completed, stored and easily retrievable
Attendance and Sickness Management
Maintain accurate and up-to-date records of all staff sickness and absence
Ensure all sickness is recorded consistently and in line with Practice policy
Monitor absence patterns and proactively flag concerns to line managers
Escalate any potential issues (e.g. repeated short-term absence, long-term sickness) to the Practice Manager where appropriate
Ensure Return to Work meetings are completed for all absences:
Coordinate scheduling with line managers
o Provide templates and guidance
o Ensure documentation is completed and stored correctly
Support line managers in following absence management processes in a consistent and timely way
Produce regular reports on sickness and absence trends
Training and Compliance
Maintain training records for all staff (clinical and non-clinical)
Proactively monitor and follow up to ensure mandatory training is completed
Support coordination of internal training (e.g. PLUM sessions)
Provide regular reports on training compliance
Ensure all training and workforce records are audit-ready and support CQC requirements
Policies and Governance
Support the Practice Manager in maintaining up-to-date HR policies
Upload, organise and maintain policies on the intranet
Ensure staff have access to current policies and updates are clearly communicated
Support preparation of documentation required for audits and inspections
Supporting Line Managers
Act as first point of contact for HR administrative queries
Support managers with process guidances
Work closely with the Operations team and line managers to embed consistent HR processes
Escalate complex issues to the Practice Manager
Reporting and Workforce Oversight
Produce regular reports and dashboards on:
o Training compliance
o Staffing changes
o Sickness
Maintain oversight of key workforces processes to ensure consistency and compliance
Support workforce planning through accurate and timely data
This is not an exhaustive list. The successful candidate may be required to undertake additional or alternative duties which are commensurate with the level of skill and responsibility of the role.
Person Specification
Qualifications
* Strong administrative and organisational skills
* Excellent IT skills - extremely confident with systems, spreadsheets, and intranet tools
* High attention to detail and accuracy
* Ability to manage multiple processes and deadlines
* Proactive approach with the confidence to follow up and challenge where needed
* Strong communication and interpersonal skills
* Ability to work independently and use initiative
* Understanding of basic HR processes
* Experience in HR administration
* Experience in General Practice or NHS setting
* Familiarity with HR systems or intranet platforms
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.
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