HR Assistant

· To assist in all HR related tasks at the Practice.

· To provide advice and support to Line Managers on people issues ensuring an efficient and professional HR service is consistently delivered to the site at all times and that all decisions taken are in line with agreed policies and procedures.

· Act as a point of contact for all general day to day HR issues relating to the Practice.

· Assisting in order to meet the needs of current employees, prospective employees and Senior Managers in terms of reporting and recruitment.

Main Duties:

Recruitment

• Assist with the full recruitment process for both sites including posting job openings, reviewing resumes, scheduling interviews, conducting background checks, arranging assessment, feedback to managers and candidates and interview packs and questions.


• Conduct regular audits to ensure the practice is adhering to the agreed standards in relation to Induction and Employment legislation, ensuring the practice create an action plan for any non-conformances and following up actions until completion.


• Create full contract pack with all HR paperwork and set up training courses.


Administration

• Provide an effective support service for HR processes - starters, leavers and other employee relation processes as needed.


• Ensure all HR Processes and Trackers are effectively maintained, and data integrity is accurate.


• Assist with any grievance or disciplinary matters in line with company policy. Taking minutes, setting up investigation/disciplinary/outcome meeting and management of this thereafter.


• Work with HR Lead and support other members of the Senior Management team in relation to HR administration, policies and procedures.


• Oversee the setup of all new Registrars to include their induction timetable, managing holidays, study leave etc via the ESR portal. Manage any attendance issues in line with the Lead Employers Absence Management Policy.


• Handle personal written, telephone and email enquiries from employees, external organisations, and former employees in an effective and timely manner.


• Carry out any other tasks as may be reasonably requested by the Partners, the Practice Manager or HR Lead.


• Carry out all duties in a responsible manner giving due consideration to Safety, Environmental & Quality procedures.


• Contribute to the health & safety of self and others by applying health and safety principles to the required standards whilst undertaking designated tasks.


• Manage all HR checks on TeamNet to include DBS checks, Medical Indemnity Insurance, Nurse registration/revalidation and GP registration to ensure we remain compliant at all times.


• Update Workforce Data monthly for all new starters and leavers.


• Create and manage all Tier 2 VISA applications for applicants in line with government guidelines.


• SMARTCARD - Activation and re-setting passwords for staff.


• Assist all managers co-ordinate their annual appraisals and 360o Feedback forms for staff.


• Involvement in ad-hoc projects as and when required.


• Maintain Immunisation information spreadsheet for all employees.


Engagement

• Support the delivery of the annual engagement plan, including health & wellbeing of staff across the practice.


• Support the coordination of employee events and activities to promote a positive work culture.


Learning & Development

• Support with learning and development administrative tasks as and when required.


• Apply all role specific training courses on TeamNet for each new employee and manage.


• Assist with any training plans required for any employee identified within their annual appraisal.


Payroll Administration (does not include completing payroll)

• Manage sickness/absence for payroll purposes along with pay uplifts after probationary periods.


• Address any sickness absence issues in line with policy and monitor for improvement.


• Ensure correct sick pay rules are applied in line with contractual sick pay entitlement.


Occupational Health

• Assist with OH support, including creating and maintaining effective OH trackers, working with OH Advisor on managing appointments, arranging, and supporting OH Review meetings with employee for both sites if required.


• Assist with health surveillance compliance for both sites, working with external OH Advisor, HSE team to schedule health surveillance and follow up.


This position may develop and recommend solutions to problems of moderate scope and complexity.

The above list of job responsibilities is not exclusive or exhaustive and the post holder will be required to undertake such tasks as may reasonably be expected within the scope and grading of the post.

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.

Confidentiality:

· 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.

· Comply with GDPR legislation.

· In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential.

· Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice 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 Practice Health & Safety Policy, to include:

· Using personal security systems within the workplace according to Practice 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 & Diversity:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

· Acting in a way that recognizes the importance of people's rights, interpreting them in a way that is consistent with Practice procedures and policies, 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 programme implemented by the Practice as part of this employment, such training 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 Practice, 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 team's performance

· Work effectively with individuals in other agencies to meet patients needs.

The post-holder should recognize 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 people's needs for alternative methods of communication and respond accordingly.

Contribution to the Implementation of Services,
• Human resources: 2 years (required)


Licence/Certification:

• CIPD (preferred)
  
  The Deepings Practice is a large practice based in Market Deeping with a branch site at Glinton, we serve over 24,000 patients. The Deepings practice has a large team of clinical and non-clinical staff lead by seven partners and a full senior management team. We have a CQC score of Good and strive for excellence in all areas of patient care. We have a strong focus on health promotion and personalised care, supporting patients to make informed decisions about their health and social care. We are a dynamic, friendly, and supportive team with experience in training GPs and other healthcare professionals.
  
  · Discuss with other members of the team how the policies, standards and guidelines will affect own work.


· Participate in audit where appropriate.

Job Types: Full-time, Part-time, Permanent

Pay: Up to £13.50 per hour

Expected hours: 32 - 37 per week

Benefits:

• Additional leave


• Company events


• Company pension


• Cycle to work scheme


• Free parking


• Sick pay


• Store discount


Schedule:

• Monday to Friday