We are seeking an organised and proactive Human Resources Administrator to become a valued member of our HR team. In this role, you'll provide essential administrative support across all HR functions, including recruitment, onboarding, and employee lifecycle management.
Our ideal candidate is highly organised, enjoys juggling multiple tasks, and has a genuine passion for people, processes, and systems. If you thrive in a collaborative environment and are eager to contribute to a growing team, we'd love to hear from you.
The role is for 12 hours per week, based at Ivybridge Health Centre, across 3 days.
The closing date is the 21st July. Interviews are scheduled for the 30th July.
Main duties of the job
* Provide administrative support to the HR officer, including supporting employee relations, training and development, retention, recruitment, and employee benefits.
* Generate reports from the HR system to enable quarterly reporting to the Board, including key employee information related to HR matters.
* Adopt best practices and ensure compliance with employment legislation to mitigate risks.
* Administer an effective HR function to meet the needs of the Group.
* Share staff communications and ensure timely and accurate dissemination.
* Administer the recruitment process for staff, including issuing all legal documentation promptly.
* Cleanse HR data systems, training systems, and health benefit systems regularly.
* Engage in ongoing self-development and undertake relevant training.
* Perform other duties appropriate to the role as required.
* Must be able to work flexible hours.
About us
Beacon Medical Group Practice is a single practice, Primary Care Network (PCN), providing care to 43,000 patients across Plympton and the South Hams. Our team comprises Partners, Salaried GPs, Paramedics, Pharmacists, Nurses, HCAs, Phlebotomists, Physios, Social Prescribers, and administrative staff. Our mission is to deliver the right care at the right time, in the right place. We are committed to innovation and improving primary care services. Join us to be part of a forward-thinking team that values growth and development.
Joining our team means receiving support, opportunities for growth, training, and working with colleagues who care about you.
Job responsibilities
Administrative Support
* Upload documents to the HR database.
* Upload external training records and link to modules.
* Prepare star of the month information for managers' meetings.
* Process certificates for star of the month recipients.
* Update contracts following pay rises.
* Manage contracts and flexible working requests via the HR database.
* Generate reports from the HR database as needed.
* Cleanse HR data, ensuring accuracy of contracts, job titles, and locations.
* Maintain HR hierarchy, especially when management roles change.
* Update holiday entitlements annually and with changes in hours.
* Manage seasonal changes to HR data.
* Communicate effectively with staff and share relevant emails.
* Coordinate with HR Officer to keep contact lists updated.
Recruitment
* Administer recruitment processes in collaboration with the HR Officer.
* Liaise with line managers and advertise jobs as requested.
* Set up job postings in the HR system, including job descriptions and pay details.
* Act as the main contact for candidates, coordinating interviews and documentation.
* Manage legal pre-employment documentation and ensure completion.
* Update HR systems with candidate information and offer letters.
* Arrange DBS checks and verify right-to-work documentation.
* Create employee profiles in NHS systems and manage smartcard access.
* Prepare contracts and liaise with Payroll for new starters.
* Set up system accounts and record passwords securely.
* Manage probation and health shield processes.
Leavers
* Administer staff departure processes, including documentation and system updates.
Systems
* Maintain and cleanse data across HR, Healthshield, Microsoft, SystmOne, NHS Mail, Smartcard, and DBS systems.
Health and Safety
* Ensure staff compliance with health and safety policies.
* Conduct risk assessments and report concerns.
Equality and Diversity
* Support the rights and dignity of patients, carers, and colleagues.
Governance
* Identify risks, develop contingency plans, and ensure compliance with policies.
Confidentiality
* Maintain confidentiality of all information handled.
Person Specification
Qualifications
* Evidence of a good general education standard.
Skills
* Excellent communication and customer service skills.
* Ability to make employees feel comfortable.
* Effective communication across all levels.
* Ability to meet deadlines accurately.
* Use initiative to ensure smooth HR processes.
* Strong organisational skills with prioritisation ability.
* Good IT skills, especially in Microsoft Office.
* Accurate, methodical, and aware of personal development needs.
* Flexible, independent, and team-oriented.
* Capable of managing various documents and adapting to fast-paced environments.
Experience
* Administrative experience, including record keeping and data entry.
* Experience managing multiple tasks and meeting objectives.
* Experience with online databases/CRMs.
* Experience with recruitment legalities.
* Experience working across multiple sites.
* Strong communication skills, including handling sensitive information.
* Experience in a healthcare setting, preferably primary care.
The Group's Values
* Candidate demonstrates understanding of our values.
Disclosure and Barring Service Check
This post requires a DBS check due to the Rehabilitation of Offenders Act 1975 (Exceptions Order). A disclosure application will be made accordingly.
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