About this role
Job summary
The PCN has a vacancy for a highly motivated and organised HR and Management Administrator on a permanent, part time contract basis (22.5 hours per week worked on Monday, Tuesday and Wednesday, although there may be some flexibility on days to be worked). You will have strong co-ordination, organisation and time management skills, previous administrative experience and a friendly and approachable manner.
Main duties of the job
You will provide support to the HR Manager in all areas of HR administration, including HR recruitment, onboarding, staff training, Health and Wellbeing. You will also support the wider PCN management team as required with meeting arrangements, minute taking, collating reports, audits and other tasks.
You will also be involved in supporting new processes to bring efficiencies to the HR function and the work of the wider management team.
About us
Bournemouth East Collaborative Primary Care Network (PCN), situated on the stunning Dorset South Coast, comprises four like-minded practices working together in East Bournemouth, with a strong reputation on quality improvement and investing in its employees. The PCN serves a population of approximately 55,000 patients with a diverse demographic.
Practices part of the PCN are:
Shelley Manor Medical Centre and Holdenhurst Road
Littledown Surgery
Beaufort Road Surgery
Southbourne Surgery
The PCN is committed to developing, supporting and sustaining a diverse workforce, representative of the community it serves. By working together with our different Network teams, we use our combined skills to provide a service that is joined-up, holistic, proactive and personal for the patient.
Our Network teams include
Enhanced Care Visiting team for frail housebound patients and those in care homes. The team includes visiting GPs, ANPs, Paramedic, Frailty Nurses, Care Coordinators, Clinical Pharmacist.
BEC Urgent Care Treatment Centre working out of the Treatment Centre at Shelley Manor Medical Centre supported by GPs, ANPs, Respiratory Nurse and HCAs.
First Contact Physiotherapy Practitioner service.
Digital Lead, Digital Care Coordinator, Digital Champions.
Pharmacy team comprising of Clinical Pharmacists, Pharmacy Technicians, Care Co-ordinator.
Mental Health practitioners.
Health and Wellbeing Coaches and Social Prescribers within Help and Care team.
Job description Job responsibilities
HR
Recruitment
Ensure recruitment has been authorised, post adverts, monitor application process, liaise and advise recruiting managers. Arrange interviews and support line managers and applicants with the process and provide all necessary documentation. Ensure unsuccessful applicants are notified as appropriate and where requested feedback given. Review the appointment made and all necessary documentation with the HR Manager Onboarding
Assist the HR Manager with the onboarding process including:
Take up references chasing as necessary and liaising with recruiting manager. Set up new employees on Bright HR and mandatory training modules to Teamnet Set up employees on S1 and requesting smartcards. Carry out DBS checks using the online portal (APCS), and ensure records are recorded in line with legal requirements. Draft and issue Induction Plans for all new employees. This will involve communicating with managers across the PCN. Issue new employees with mandatory policies and monitor progress. Ensure all new employees have electronic personnel file set up, containing required documentation. As required set up new employees on BrightHR including holiday and entry of personal information. General HR
Maintain up-to-date HR documentation for staff employed by the PCN, electronically and if applicable hardcopy filing. Together with the use of templates, draft and issue general correspondence as required. Co-ordinate and monitor probationary, 1:1 reviews and appraisals with line Manager, keeping HR Manager up to date on progress. Enter, amend and update holidays on BrightHR addressing any queries and noting any concerns to the HR Manager. Work with the HR Manager to monitor sickness absence. E-learning Teamnet allocation, monitoring completion of mandatory modules and following up where necessary. Continue to review training matrix. On an annual basis email staff a reminder to check their details on BrightHR, use this to ensure all employee records are correct and up to date. Ensure all employees have up to date Right to Work in the UK documentation and DBS in personnel files, Bright HR and maintain regular audits. Assist the HR Manager with reviews to include process, policy and record keeping. General PCN Support
Assist Network Director with drafting of Board Agendas. Organise PCN PLT sessions. Attend Board meetings, minute taking and distribution of minutes. Arrange other required PCN meetings, sending out invites, draft agendas and take minutes for distribution. Assist with event planning such as Conference, INT events and BLS training. Liaise with medical reps to supply meeting food. Staff badges purchasing and issuing across PCN (to be handed over to Lead CC when they are in post). PCN Newsletter co-ordinating information and publishing. Working alongside lead CC. Ensure stationery and printer consumables are at adequate stock levels. Be responsible for updating the PCN Organisation Chart. As required Weekly check of GPs PPA ID on S1. Health and Safety
Assist with health & safety as required.
Person Specification
Skills and Abilities Essential
Strong communications in English both written and spoken. Analytical and project planning skills. Good co-ordination, organisational and time management skills Ability to multitask, be a self-starter and take busy days in your stride. Ability to work as part of a team and on own initiative.
Knowledge Desirable
SystemOne Primary Care clinical and administrative system. BrightHR Teamnet
Personality Essential
Demonstrate empathy and compassion where situations require. Have a friendly and approachable manner
Qualifications Essential
Grade 5 and above GCSEs to include English and Maths
Experience Essential
Administrative experience Microsoft Office (outlook, word, PowerPoint and excel)
Desirable
Administrative experience in Primary Care or NHS setting Has experience and is confident in taking meeting minutes and distributing
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.
Employer details Employer name Bournemouth East Collaborative PCN
Address The Treatment Centre
First Floor
Shelley Manor
Bournemouth
Dorset
BH5 1LX
United Kingdom
Employer's website https://bournemoutheastcollaborative.co.uk/ (Opens in a new tab)