About this role
Job summary
This role is a fixed term role, with the contract ending at the end of July 2027.
This role is based on site with occasional home working.
The role will be required to attend one of our 7 GP Surgeries as and when required.
This role is for up to 30 hours per week.
Main duties of the job
The HR Administrator will provide comprehensive, efficient, and timely administration support to the HR Advisor and Head of HR. The role will encompass all aspects of HR administration, including administrative management of staff information, recruitment administration, compliance checks and reporting.
The HR Administrator works both independently and as part of the wider HR team to understand how the HR function supports the staff and management at different levels across the organisation.
About us
Invicta Health was formed in 2008 with the aim of supporting primary care services in the local area.
We currently operate a number of General Practices within the Romney Marsh, Dover, Birchington, Broadstairs and Ramsgate areas. Invicta Health manages other services including the Primary Care Mental Health Specialist service which is delivered across east Kent and Swale. As part of a multi organisation alliance, Invicta Health also provide General Practitioners and clinical support for the Urgent Treatment Centres based in Kent & Canterbury Hospital and Buckland Hospital (Dover).
Job description Job responsibilities
Main Responsibilities
Workforce Administration
Effectively handle enquiries from employees, external organisations and former employees and escalate any enquiries, as necessary.
Undertake administration duties to support the completion of the compliance and onboarding process for all successful applicants. This includes:
Setting up new starters on the HR system
Obtaining and checking references
Processing DBS applications, logging certificate numbers and highlighting any DBS with content for consideration.
Ensuing Occupational Health clearance is achieved, and that the line manager is informed of any required adjustments.
Checking professional registration and indemnity
Ordering of ID and access badges.
Informing IT and ensure necessary equipment is ordered in time for their first day.
Support with the processing of changes to terms and conditions, actioning any system changes or issuing paperwork as necessary.
Support with the processing of maternity, paternity, adoption, and shared parental leave processes across the organisation.
Undertake administration duties to support the completion of the leavers process. This includes:
Ensuring resignations and retirements are acknowledged and processed on the HR system correctly.
Calculating annual leave entitlement remaining
Checking employee file for any training agreements and/or salary sacrifice schemes which require repayment
Inform IT and ensure assets returned on last day.
Notifying the HR Advisor of required exit interviews
HR System and Reporting
Be the primary contact for all queries on the HR system
Act as HR systems administrator, configuring the system as required, controlling all user access, managing workflows in and out of the system.
Ensuring accuracy and data protection compliance on the HR system.
Monitor staff entries on the HR system to ensure accuracy. For example, correct submission of overtime rate and expenses.
Liaising with HR system providers to troubleshoot queries as required.
Run fortnightly reports documenting statutory and mandatory training compliance and circulate to line managers, answering any queries where appropriate.
Run fortnightly reports documenting all training compliance and circulate to the Learning and Development Manager and Director of People.
Compile and create ad hoc reports, as required, utilising data from the HR system.
Undertake routine maintenance of HR system entitlements, including sickness and annual leave ensuring entitlements are updating accordingly and any adjustments are captured.
Attend monthly payroll meeting to ensure the HR system has captured all relevant employee pay changes and entitlements are accurate.
Process and monitor employee data including training, for the purposes of auditing and compliance, ensuring all staff training certificates and data is logged and accurate on the HR system.
Support with the processing of pay awards, circulating information, actioning changes, and filing documents on the HR system.
Compliance
Process regulatory compliance checks such as GMC/NMC pin checks for GPs and nurses and NHS performers list inclusion.
Initiate the DBS application process, ensure certificate numbers and renewal dates are recorded, prompting staff when renewals are due and processing according to policy.
Ensure clinical staff have the necessary clinical indemnity membership in place and renewals dates recorded, prompting staff when renewals are due.
Support the administration of appraisals, ensuring managers are aware of their staffs review dates and appraisals are saved on cascade.
Support line managers in probationary reviews, ensuring they are aware of the dates for their staff & receive the necessary paperwork. Confirm in writing successful and extended probations.
Ensure new starters undertake and complete a DSE assessment and any adjustments actioned accordingly.
Administration
Process employment and financial reference requests for all staff when requested.
Involvement in ad-hoc administration projects as and when required for Corporate Services.
Organise meetings when requested, attending, and taking minutes as and when required.
Provide administrative support to the HR Advisor and Director of People including word processing and routine communications.
Person Specification
Experience Essential
Knowledge of office management systems and procedures Experience of setting up and maintaining effective administrative filling systems Experience of working with Microsoft packages including, word, excel and power point Experience of work involving regular and accurate data inputting
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 Invicta Health CIC
Address East Cliff Practice
Ramsgate
Kent
CT11 8AD
United Kingdom
Employer's website https://invictahealth.co.uk/ (Opens in a new tab)