About this role
Job summary
To assist the People team in providing a comprehensive HR administration service and be the first point of contact for all general HR enquiries from both internal and external stakeholders, referring queries where necessary to the appropriate member of the function/organisation.
HR Administrator will use effective people skills to ensure good relationships with the employees and external contacts at all times. HR administration service will include full employment lifecycle, i.e. recruitment & onboarding, employment matters, payroll admin, operational support, and leaver administration.
Unformtantly we are unable to provide visa sponsership for this role.
Main duties of the job
An HR administrator is the operational backbone of the human resources department. They manage essential employee documentation, maintain HR information systems (HRIS), support the recruitment and onboarding process, and serve as the primary point of contact for employee queries
About us
The Coventry and Rugby GP Alliance is a private company limited by shares, wholly owned by local Coventry and Rugby GP practices. As a GP led organisation, we represent 54 GP practice shareholders and cover nearly 420,000 patients. We describe our work in terms of Supporting, Innovating, Developing and Educating - we are on the S.I.D.E. of general practice and we have developed our Operational Plan for 2019/20 to describe what we are going to do over this year to ensure that we continue to high quality, accessible and responsive services for both practices and patients.
We have identified key areas that we will focus on to build upon and improve our existing services. These are our Strategic Priorities:
Clinical Service Improvement & Delivery
Clinical Innovation
Primary Care Development Practice and Network Support
Training and Education
Integrated Care
Good Governance
Job description Job responsibilities Job Summary:
To assist the People team in providing a comprehensive HR administration service and be the first point of contact for all general HR enquiries from both internal and external stakeholders, referring queries where necessary to the appropriate member of the function/organisation.
HR Administrator will use effective people skills to ensure good relationships with the employees and external contacts at all times. HR administration service will include full employment lifecycle, i.e. recruitment & onboarding, employment matters, payroll admin, operational support, and leaver administration.
Key Duties and Responsibilities
Recruitment & Onboarding:
Check recruitment request forms and job descriptions to ensure all requests are in line with the Recruitment and Selection policy
Advertise vacancies as per the recruitment requests raised by the recruiting managers.
Record Equality and diversity related information
Check applications prior to the short-listing process for declarations of convictions, disability, work permits and job share requests and to advise the Recruiting Managers accordingly.
Organise interviews for short-listed applicants, including overseeing preparation and distribution of interview and assessment packs.
Monitor and manage the post interview process, i.e. informing applicants of interview outcomes, filling records on unsuccessful applicants and overseeing HR clearance process for all successful applicants.
Provide basic advice on the policies and procedures to employees and managers
Ensure completion of all pre-employment checks for successful candidates in a timely manner, ensuring legislative and regulatory compliance (CQC)
Responsible for the new starter process including:
o Create and send out offer letters and contract of employment
o Complete all pre-employment checks and go through full HR clearance process
o Complete New Starter information to be sent to payroll
o Create logins and provide appropriate access on relevant systems.
o Update HRIS and organisation structure charts
Induction:
Communicate details of new recruits to recruiting managers to ensure facilities and equipment are readily available upon commencement of employment
Ensure new employees receive induction packs and associated information on their first day of employment. Carry out the CRGPA monthly induction presentation
Make necessary arrangements for new employees to attend appropriate trainings
Send Probation review forms and Managing Probation Policy to the line managers prior to commencement of employment
Employment:
Manage probationary review meeting documentations, providing guidance to the line managers and making sure the probation review meetings are arranged and outcomes communicated back to HR in a timely fashion.
Action the probation outcomes (i.e. unsuccessful probations, extended probations and successful probations)
Advise line mangers on Attendance, Performance and Conformance issues in line with the company policies
Record attendance, performance and conformance issues in staff personnel files
Manage holidays process, ensuring employees and line managers follow the holiday process
To be responsible for the leavers process including:
o Sending acknowledgment of resignation
o Completing leavers information and sending to payroll
o Completing leavers information and sending to relevant departments as applicable
o Conducting exit interviews
o Updating employee database and organisation structure charts
o Revoking accesses on company systems as applicable
o Ensuring company assets are returned i.e. IT equipment, working mobiles, door keys, gate fobs, ID badge etc.
Ensure Statutory & Mandatory training compliance and be a first point of contact for any queries from employees or managers
Operational Support:
Assist the Head of People in developing and implementing new projects
Support the People team with day-to-day activities to ensure all HR activities run smoothly and concurrently, especially during periods of staff absences.
Ensure staff information and records are kept in line with local and audit requirements
Maintain an up-to-date procedures manual for all HR administration duties
Produce data for the HR KPI reporting
This is not an exhaustive list and other duties may be required
The duties of the post may be reviewed and, if appropriate, changed by discussion with the post holder to ensure the provision of effective and efficient services.
Person Specification
Experience Essential
At least 1 years experience working in an administrative role Excellent organisational and administrative skills, with the ability to remain calm under pressure and work to tight deadlines; systematic in approach to tasks, with attention to detail
Desirable
6 months experience working in a HR team Understanding of safer recruitment and onboarding process
Skills Essential
Willingness to work flexibly and independently within the requirements of a demand driven Service Ability to establish and maintain administrative systems and records Willingness to assist and support colleagues unprompted across a wide variety of administrative tasks A high level of personal integrity, with proven experience of handling sensitive situations with tact and diplomacy and with complete respect for confidentiality Willingness to keep up to date with the relevant training and development requirements to meet the needs of the role
Qualifications Essential
Good standard of education
Desirable
CIPD level 3 qualification
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 Coventry And Rugby GP Alliance
Address 1 The Boiler House, Electric Wharf
Sandy Lane
Coventry
CV1 4JU
United Kingdom
Employer's website https://www.coventryrugbygpalliance.nhs.uk/ (Opens in a new tab)