Responsiblefor the day-to-day supervision and management of all HR Administration andassociated functions.
Ensure alladministration duties and responsibilities are carried out in accordance withagreed procedures, protocols and time-scales, and reporting to the managementteam as necessary.
Main duties of the job
HR Responsibilities Include:
* Assist in recruitment and selection activitiesincluding liaising with recruitment agencies, arranging interviews, posting jobadverts on websites and administering post-interview paperwork.
* Co-ordinatethe probation process, ensuring managerial staff have diarised meetings andhave submitted appropriate paperwork for filing.
* Coordinate theadministration of training and development records for staff.
* Co-ordinate theleaver process, including acknowledging resignations, calculating outstandingannual leave allowance and maintain records of exit interviews.
* To effectively administer and update HRdocumentation, in line with external advisor guidance and company policy.
* Monitor holiday, sickness/absence records andreport to line management where triggers are reached.
* ConductDBS checks where necessary and ensure all right to work documents are up todate and recorded.
* Monitor and maintain the Practice Bonus schemeof the whole Practice against objectives and report on results.
* To correspond with external HR partners on thedevelopment and implementation of policies on all HR issues.
About us
Forest Medical Group is a two-site practice with a current population of over 17,000 patients. The practice has an excellent complement of clinical staff including 8 GP partners, 3 salaried GPs as well as, Practice Nurses, Nurse Associate, Clinical Pharmacist, Health Care Support Workers and Phlebotomy services as well as a team of Reception and Administrative staff.
As a practice we are an intrinsic part of the North Blaby Primary Care Network which allows us wider opportunities to support our patient group via mental health and musculoskeletal physiotherapy practitioners, midwifes and social prescribers.
We are also a teaching Practice affiliated with the University of Leicester and Jubilee training Academy for the teaching of medical students, Foundation Doctors and Registrars.
We are a SystmOne practice which lends itself to a proactive approach with a dynamic team aligned to our practice core values. The Warren Lane practice has undergone an extensive refurbishment and comprises of 11 clinical rooms, 1 pre-assessment room and 1 minor operations room. It also boasts 2 staff break out rooms, 3 open office suites and a fully equipped conference room allowing practice meetings, PLT sessions, video conferencing as well as virtual and face-to-face teaching.
We have also opened a new state of the art branch site at New Lubbesthorpe with 13 clinical rooms.
Job responsibilities
Responsiblefor the day-to-day supervision and management of all HR Administration andassociated functions.
Ensure alladministration duties and responsibilities are carried out in accordance withagreed procedures, protocols and time-scales, and reporting to the managementteam as necessary.
HR ResponsibilitiesInclude:
* Assist in recruitment and selection activitiesincluding liaising with recruitment agencies, arranging interviews, posting jobadverts on websites and administering post-interview paperwork.
* Co-ordinatethe probation process, ensuring managerial staff have diarised meetings andhave submitted appropriate paperwork for filing.
* Coordinate theadministration of training and development records for staff.
* Co-ordinate theleaver process, including acknowledging resignations, calculating outstandingannual leave allowance and maintain records of exit interviews.
* To effectively administer and update HRdocumentation, in line with external advisor guidance and company policy.
* Monitor holiday, sickness/absence records andreport to line management where triggers are reached.
* ConductDBS checks where necessary and ensure all right to work documents are up todate and recorded.
* Monitor and maintain the Practice Bonus schemeof the whole Practice against objectives and report on results.
* To correspond with external HR partners on thedevelopment and implementation of policies on all HR issues.
Business Responsibilities include:
* Ensure all staff timesheets are collectedand accurately collated for payroll, proactively reminding managers ofsubmission deadlines.
* Attend meetings, prepare agendas, write minutes,and ensure distribution of minutes as necessary.
* Promote equality and diversity as part ofthe culture of the organisation.
* Contribute to TGI Friday ensuring thatBirthdays and length of service are celebrated, and that training and bonus informationis shared with the teams.
* To complete the NHS Workforce census monthly.
Confidentiality
In the course of seeking treatment,patients entrust us with, or allow us to gather, sensitive information inrelation to their health and other matters. They do so in confidence and havethe right to expect that staff will respect their privacy and act appropriately
In the performance of the duties outlined inthis job description, the post-holder may have access to confidentialinformation relating to patients and their carers, practice staff and otherhealthcare workers. They may also haveaccess to information relating to the practice as a business organisation. All such information from any source is to beregarded as strictly confidential.
Information relating to patients, carers,colleagues, other healthcare workers or the business of the practice may onlybe divulged to authorised persons in accordance with the practice policies andprocedures relating to confidentiality and the protection of personal andsensitive data.
Health & Safety
Thepost-holder will assist in promoting and maintaining their own and othershealth, safety and security as defined in the practice health & safetypolicy, the practice health & safety manual, and the practice infectioncontrol policy and published procedures. This will include:
* Using personal security systems within theworkplace according to practice guidelines
* Identifying the risks involved in workactivities and undertaking such activities in a way that manages those risks
* Making effective use of training to updateknowledge and skills
* Using appropriate infection controlprocedures, maintaining work areas in a tidy and safe way, free from hazards
* Actively reporting health and safety hazardsand infection hazards immediately when recognised
* Keeping own work areas and general / patientareas generally clean, assisting in the maintenance of general standards ofcleanliness consistent with the scope of the job holders role
* Undertaking periodic infection controltraining (minimum annually)
* Demonstrate due regard for safeguarding andpromoting the welfare of children.
Equality and diversity:
The post-holder will support theequality, diversity and rights of patients, carers and colleagues, to include:
* Acting in a way that recognises theimportance of peoples rights, interpreting them in a way that is consistentwith practice procedures and policies, and current legislation
* Respecting the privacy, dignity, needs andbeliefs of patients, carers and colleagues
* Behaving in a manner that is welcoming toand of the individual, is non-judgmental and respects their circumstances,feelings priorities and rights.
Quality:
Thepost-holder will strive to maintain quality within the practice, and will:
* Alert other team membersto issues of quality and risk
* Assess own performanceand take accountability for own actions, either directly or under supervision
* Contribute to theeffectiveness of the team by reflecting on own and team activities and makingsuggestions on ways to improve and enhance the teams performance
* Work effectively withindividuals in other agencies to meet patients needs
* Effectively manage owntime, workload and resources
Person Specification
Experience
* Proficient in the use of Microsoft Office packages, including Outlook, and able to learn new software
* packages
* Experience of building and maintaining professional working relationships
* Excellent verbal and written communication skills, with the ability to relate to people at all levels
* Knowledge of working with a wide range of people from different backgrounds, with differing needs and
* requirements
* Knowledge and understanding of confidentiality and General Data Protection Regulation
* Ability to work under own initiative and understanding the limitations of the role
* Maintaining professionalism in dealing with sensitive or
* personal information
* Organisational and administrative skills including an aptitude for attention to detail
* Excellent writing and computer literacy skills
* Evidence of reliability and trustworthiness
* A willing team player with a positive attitude towards change
* Experience of working within a HR Department.
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