To work alongside the Managing Partner and Senior HR Coordinator to support the HR processes in the business and support employees with HR related enquiries.
Main duties of the job
* Assist with day‑to‑day operations of all HR functions and duties within the practice.
* Provide clerical and administrative support to the senior HR coordinator and management team.
* Compile and update employee records.
Job responsibilities
Recruitment
* Place job adverts online and in printed media as required.
* Communicate with candidates about shortlisting, interviews and job offers.
Staff Induction and Training
* Organise all staff training according to training requirements as directed by the senior HR coordinator.
* Ensure all employed staff sign up for training sessions they need to attend.
* Book rooms for training sessions as required.
* Meet and greet trainers when they arrive for training sessions.
* Issue training certificates as required.
* Keep an up‑to‑date training log for each member of staff.
Absence Management
* Process all non‑clinical holiday requests in line with the practice policy, referring to the senior HR coordinator as required.
* Refer requests which fall outside of the policy to senior management.
* Receive all telephone calls reporting sickness.
* Assist with logging sickness absence as per the practice policy.
Starters and leavers
* Disseminate induction programmes for all new starters.
* Assist the HR coordinator with pre‑employment checks and documentation for all new starters.
* Set up training logs for all new starters and ensure they complete mandatory training within the required timescale.
* Ensure all practice uniform and equipment is returned on or after the last day of employment.
* Help organise annual appraisals for all employed staff (excluding salaried GPs).
* Issue notes of appraisal to staff members and ensure any actions are completed within agreed timescale.
* Help with organising 3‑month appraisals for all new starters.
* Take notes at appraisal meetings, ensuring they accurately reflect the discussion.
Other Admin Tasks
* File all HR documents and keep all staff records up to date.
* Provide administration cover for absences and help with extra‑ordinary workloads.
* Be generally involved in the administration of a small business.
Health & Safety
* Use personal security systems within the workplace according to practice guidelines.
* Identify the risks involved in work activities and undertake activities in a way that manages those risks.
* Make effective use of training to update knowledge and skills.
* Use appropriate infection control procedures, maintain work areas in a tidy and safe way and keep them free from hazards.
* Actively report health and safety hazards and infection hazards immediately when recognised.
* Keep own work areas and general/patient areas clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holder’s role.
* Undertake periodic infection control training (minimum annually).
Equality and Diversity
* Act in a way that recognises the importance of people’s rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation.
* Respect the privacy, dignity, needs and beliefs of patients, carers and colleagues.
* Behave in a manner that is welcoming, non‑judgmental and respects the circumstances, feelings, priorities and rights of individuals.
Training Programme Participation
* Participate in an annual individual performance review.
* Take responsibility for own development, learning and performance and demonstrate skills and activities to others.
Quality
* Alert other team members to issues of quality and risk.
* Assess own performance and take accountability for own actions, whether directly or under supervision.
* 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.
* Effectively manage own time, workload and resources.
Communication
* Communicate effectively with other team members.
* Communicate effectively with patients and carers.
* Recognise people’s needs for alternative methods of communication and respond accordingly.
Services Implementation
* Apply practice policies, standards and guidance.
* Discuss with other members of the team how the policies, standards and guidelines will affect their own work.
* Participate in audit where appropriate.
Confidentiality
* Respect patient privacy and handle sensitive information in confidence.
* Maintain strict confidentiality of information relating to patients, carers, colleagues, other healthcare workers or the business of the practice unless authorised by policy and procedures.
Pre‑interview screening will consist of proof of ID, address and educational qualifications.
Person Specification
Qualifications
* GCSE grade A to C in English and Maths.
Experience
* Minimum 1 year HR experience.
* Experience of working in primary care.
* Experience of working in a GP practice.
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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