About this role
Job summary
Are you looking to start or develop your career in HR? We have an exciting opportunity to join South Coast Medical Group as an HR Assistant, providing essential administrative support across the employee journey.
This is an ideal entry-level opportunity for someone who is organised, accurate, enjoys working with people and has a genuine interest in developing a career in HR. Previous HR experience would be helpful, but is not essential we are looking for someone with the right attitude, aptitude and enthusiasm to learn.
The role is offered for 9 months fixed term, with 2025 hours per week worked over a minimum of 4 days, including Mondays and Fridays. External applicants will be offered a fixed-term contract, while existing SCMG employees may apply as a secondment, subject to line manager approval.
You will be joining an experienced, supportive HR team within a large Primary Care organisation, with the opportunity to build practical HR knowledge and experience from the ground up.
Main duties of the job
You will support the HR team with the day-to-day administration that helps keep our people processes organised, accurate and responsive.
The role will involve supporting recruitment and onboarding activity, maintaining employee records and HR systems, preparing routine correspondence and documentation, and helping to monitor key areas such as probation, appraisals and mandatory training.
You will also help organise meetings, interviews, training and staff engagement activities, while responding to straightforward HR queries and ensuring more complex matters are directed to the appropriate colleague.
This is a varied role where priorities can change quickly, so you will need to be organised, adaptable and comfortable working with confidential information. You will work closely with the wider HR team and colleagues across our practices to help provide an efficient and professional HR service.
About us
South Coast Medical Group is an award-winning NHS Primary Care Network comprising five GP surgery locations across the Bournemouth area and serving more than 55,000 patients.
Our people are at the heart of what we do and our values underpin the way we work and the culture we continue to develop across the organisation:
Seek Solutions looking for ways to improve, innovate and overcome challenges.Care and Be Compassionate treating patients and colleagues with kindness, respect and understanding.Mean What You Say communicating openly and honestly and taking responsibility for what we do.Grow Relationships building positive, collaborative relationships with our patients, colleagues and partners.
You will join a friendly, busy and supportive team where professionalism, teamwork and development are encouraged.
Benefits include NHS Pension, up to 30 days annual leave, parking at each site, Health Service Discounts, an Employee Assistance Programme, discounted bus travel and an employee referral scheme.
Job description Job responsibilities
JOB TITLE: Human Resources Administrator
REPORTS TO: Human Resources and Recruitment Coordinator
Job Summary:
To provide efficient and accurate administrative support to the HR team across a range of routine HR activities.
The postholder will undertake entry-level HR administration including data entry, document management, recruitment administration, employee record maintenance, meeting arrangements and routine monitoring activities.
Working under the supervision of the HR and Recruitment Coordinator, the postholder will follow established HR processes, templates and procedures and will refer queries requiring advice, interpretation or judgement to an appropriate member of the HR team.
The role provides an opportunity to develop knowledge and experience across the HR function while providing essential administrative support to the wider team.
Job Responsibilities:
The HR Administrator is not responsible for providing independent HR advice, interpreting HR policies, managing employee relations cases, making recruitment or employment decisions, or approving changes to employment terms. These matters should be referred to the HR & Recruitment Coordinator, HR Advisor or HR Manager as appropriate.
Recruitment, Selection and Induction
To act as a professional and dedicated member of the HR team demonstrating effective communication skills throughout the course of each and every day
To act as potentially the first point of contact for prospective candidates, coordinating and booking interviews with relevant recruiting managers.
Assist with ad-hoc administration of the recruitment systems/portals
To ensure accurate and confidential scanning/filing of all recruitment documentation
To coordinate central inductions for new staff as required
HR Administration
Provide routine administrative support to existing staff, e.g. queries about annual leave entitlement, reference requests, etc
To accurately complete data entry on various HR spreadsheets To ensure accuracy of sickness absence record-keeping, including systems updates and electronic filing
Ensure that employee files are kept up to date in line with the Care Quality Commission (CQC) and other legislative requirements
Ensure accuracy in naming and filing of documents consistently
Process leavers as necessary ensuring payroll are notified and systems are updated as appropriate
Arrange exit interviews as required.
Maintain and update the diaries of the HR Team as requested.
Responsible for the collection and distribution of HR internal/external mail.
Responsible for monitoring the HR & Operations inbox and actioning requests received through the Hub, including but not limited to sickness absence notifications, 1:1s, appraisals, training request forms, training certificates, and other HR-related correspondence. Ensure all documentation is appropriately filed within employee records and on the hub.
Escalate matters received via the HR & Operations inbox to the appropriate member of the HR team where necessary, ensuring timely and accurate resolution.
Employee Relations
To take a proactive approach to arrange informal and formal meetings and hearings within agreed timescales, liaising with those involved and securing appropriate rooms when required.
To copy and issue hearing packs by the required deadlines.
Performance and Talent Management
Manage the completion of appraisals and chase those who have not submitted them.
To work with the HR Advisor and/or HR Manager to collate training needs identified from completed appraisals.
Training and Development
Arrange dates and venues for clinical and non-clinical training sessions and provide administrative support as required
To continuously develop own skills and knowledge in relation to the role.
Process improvement
To contribute to the service development and improvements.
To actively participate in development of new initiatives, demonstrating innovation, for example, develop opportunities to utilise full functionality of the HR online system
Policy and Document Development
Assist with formatting, updating and publishing approved HR documents, such as the employee handbook
Support the HR team to ensure that all staff employment related policies are up to date and employees are aware of any changes.
General Duties
Carry out other ad hoc duties as required.
Ensure confidentiality at all times, only releasing confidential information obtained during the course of employment to those acting in an official capacity in accordance with the provisions of the Data Protection Act and Freedom of Information Act.
Carry out duties with due regard for equal opportunities, health and safety and SCMG Values.
Assist with the organisation of all social events and annual functions e.g. Christmas party, PLT etc.
Terms and Conditions of Service
This post is subject to a DBS check and satisfactory reference.
The post holder must hold a valid driving licence and possess business insurance for travel between sites.
Confidentiality:
To demonstrate a high degree of confidentiality and discretion regarding sensitive information, including health, employment, financial and personal matters. In the performance of the duties outlined in this Job Description, the post-holder will have access to highly confidential information relating to colleagues and employee, patients and their carers, PCN staff and other healthcare workers. They may also have access to information relating to the Surgery as a business organisation. All such information from any source is to be regarded as strictly confidential. In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately. Information relating to patients, carers, colleagues, other healthcare workers or the business of the Surgery may only be divulged to authorised persons in accordance with the Surgery policies and procedures relating to confidentiality and the protection of personal and sensitive data.
Health & Safety:
The post holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Surgery Health & Safety Policy, to include:
Using personal security systems within the workplace according to Surgery guidelines.
Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.
Making effective use of training to update knowledge and skills.
Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards.
Reporting potential risks identified.
Equality and Diversity:
The post holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with Surgery procedures and policies, Surgery Values and current legislation.
Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings, priorities and rights.
Personal/Professional Development:
The post holder will participate in any training and development programme implemented by the Surgery as part of this employment, to include:
Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.
Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.
Quality:
The post holder will strive to maintain quality within the Surgery, and will:
Alert other team members to issues of quality and risk.
Assess own performance and take accountability for own actions, either directly or under supervision.
Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance.
Work effectively with individuals in other agencies to meet patients needs.
Effectively manage own time, workload and resources.
Communication:
The post holder should recognise the importance of effective communication within the team and will strive to:
Communicate effectively with other team members.
Communicate effectively with patients and carers.
Recognise peoples needs for alternative methods of communication and respond accordingly.
Contribution to the Implementation of Services:
The post holder will:
Apply Surgery policies, standards and protocols.
Discuss with other members of the team how the policies, standards and guidelines will affect own work.
Participate in audit where appropriate.
The above job description is not intended to be exhaustive. The duties and responsibilities may vary over time according to the changing needs of the service.
Person Specification
Communication & Knowledge Essential
Essential Good written and verbal communication skills with a professional and courteous approach. Ability to communicate appropriately with candidates, new starters, colleagues and managers. Ability to respond to routine administrative queries and signpost or escalate matters requiring HR advice. Awareness of the importance of accurate employment documentation. Ability to maintain a high degree of discretion and confidentiality. Positive approach to learning and contributing ideas for simple improvements to administrative processes.
Experience Essential
Previous administrative experience, or experience in a role requiring accurate record keeping and organisation. Experience of producing accurate routine correspondence and documentation using templates or established processes. Experience of using computerised systems to enter, maintain and retrieve information. Knowledge of general office practices and procedures. Experience of using Microsoft Office applications. Experience of producing and formatting letters and other documentation using IT. Experience of maintaining accurate and comprehensive records. Experience of prioritising workload, managing time effectively and dealing with conflicting priorities.
Desirable
Experience of working within a GP Practice and/or Primary Care Network environment. Previous experience of HR administration and/or recruitment administration.
Qualifications Essential
Essential Good standard of education with strong literacy and numeracy skills, e.g. GCSEs or equivalent including Maths and English, NVQ Level 2, or equivalent administrative knowledge and skills.
Personable Attributes Essential
Essential Approachable, reliable and professional. Proactive, helpful and willing to learn. Able to follow instructions and established processes and recognise when guidance is required. Able to demonstrate compassion, sensitivity and discretion where appropriate. Able to prioritise and adapt to changing situations. Able to work to strict deadlines. Flexible and willing to work across different locations within the PCN area. Able to maintain confidentiality at all times.
Skills & Competencies Essential
Essential Good clerical and administrative skills with excellent attention to detail and accuracy. Ability to handle confidential and sensitive information appropriately and with discretion. Good organisational skills with the ability to prioritise routine tasks and meet agreed deadlines. Ability to work under pressure and adapt to changing priorities. Ability to follow established policies, procedures and standard processes consistently. Ability to work effectively under supervision and seek guidance when required. Ability to identify routine issues and appropriately escalate queries or concerns. Willingness to learn, adapt and respond positively to change.
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 South Coast Medical Group
Address South Coast Medical Group GP Surgery
12-14 Walpole Rd
Bournemouth
Dorset
BH1 4HA
United Kingdom
Employer's website https://southcoastmedicalgroup.co.uk (Opens in a new tab)