Work closely with the HR Team and Line Managers to provide high‑quality HR administrative support in the areas of recruitment, retention, staff engagement, HR process management and day‑to‑day HR practices. Act as the first point of contact for HR queries. Support recruitment, onboarding, absence management, grievance and disciplinary matters. Assist with HR policies and procedures. This role also involves providing cover for the HR Managers when required and ensuring the smooth operation of HR functions in their absence.
Recruitment & Induction
* Work with the HR Managers and Line Managers to provide comprehensive recruitment assistance.
* Assist in drafting and posting job adverts.
* Coordinate interviews, issue offer letters and process pre‑employment checks (including DBS, right to work in the UK and references).
* Issue welcome packs, coordinate induction plans and paperwork for new starters.
* Carry out building familiarisation tours, introductions and inductions.
Absence & Performance Management
* Monitor and record staff absences, ensuring accurate reporting.
* Support the HR Team and Line Managers in using the Bradford Factor and other absence management tools.
* Set reminders for 1, 3 and 6 month reviews and annual appraisals for all staff, ensuring completion and proper filing of paperwork.
* Support the HR Team and Line Managers in handling sickness absence cases, including arranging return‑to‑work meetings.
Employee Relations & Policy Compliance
* Assist in grievance and disciplinary cases, including investigations, writing reports, note‑taking and providing administrative support.
* Guide Line Managers in following HR policies and procedures.
* Ensure compliance with employment law and GDPR requirements.
* Proactively work to develop and promote a culture of healthy employee relations.
Cover for HR Managers
* Provide cover for the HR Managers when required, ensuring HR processes continue smoothly.
* Handle escalated HR queries within scope of knowledge and experience.
* Support with strategic HR initiatives, including employee engagement and policy development.
Confidentiality
* Respect patient confidentiality and act appropriately with sensitive information.
* Keep patient and practice information strictly confidential, and comply with Information Security and Confidentiality protocols and GDPR 2018.
Health & Safety
* Assist in promoting and maintaining health, safety and security as defined in policy and procedures.
* Use personal security systems within the workplace according to guidelines.
* Identify risks, undertake activities to manage those risks and maintain tidy, hazard‑free work areas.
* Use appropriate infection prevention and control procedures and complete training annually.
* Report potential health and safety hazards immediately.
* Keep own work areas clean and assist in maintaining general cleanliness.
Safeguarding
* Safeguard and promote the welfare of children and vulnerable adults.
* Ensure safeguarding training is up to date.
* Adhere to safeguarding policies and procedures during employment.
Equality & Diversity
* Act in a way that recognises the importance of peoples’ rights and respects their privacy, dignity, needs and beliefs.
* Behave in a welcoming, non‑judgmental manner and respect circumstances, feelings and priorities of patients, carers and colleagues.
Personal / Professional Development
* Participate in annual performance reviews and maintain a record of personal and professional development.
* Take responsibility for own learning and performance and demonstrate skills and activities to similarly situated colleagues.
Quality
* Alert team members to quality and risk issues.
* Assess own performance and take accountability for own actions.
* Contribute to team effectiveness by reflecting on activities and suggesting improvements.
* Work effectively with other agencies to meet patient needs.
* Manage own time, workload and resources efficiently.
Communication
* Communicate effectively with team members, patients and carers.
* Recognise needs for alternative communication methods and respond accordingly.
Contribution to Service Implementation
* Apply practice policies, standards and guidance.
* Discuss how policies and guidelines will affect own work.
* Participate in audits where appropriate.
Note: This is not intended to be an exhaustive list of responsibilities, and it is expected that the successful applicant will participate in a wide range of activities.
Qualifications
* Experience in HR administration, ideally within a fast‑paced environment.
* Knowledge of HR policies, procedures and employment law.
* Experience in handling recruitment, induction, training and absence management.
* Confidence using HR systems for record‑keeping and reporting.
* Strong communication and interpersonal skills, able to liaise confidently with staff and managers.
* Ability to work independently and take initiative.
* Excellent organisational skills with the ability to manage multiple priorities.
* High attention to detail and accuracy in record‑keeping.
* Ability to handle sensitive information with discretion and confidentiality.
* Strong IT skills, including HR systems and Microsoft Office (Word, Excel, Outlook).
* Professional and approachable.
* Proactive and solution‑focused, able to support managers effectively.
* Adaptable and able to cover for the HR Managers when required.
* Willingness to develop and stay updated with HR best practices.
* Preferred CIPD Level 5 qualification or equivalent HR experience.
Faversham Medical Group consists of two GP surgeries: Faversham Medical Practice and Newton Place Surgery. We also run an Urgent Treatment Centre based at Faversham Health Centre.
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