In addition to administrative tasks such as managing leave calculations, payroll administration, and HR communications, the Officer also plays a pivotal role in maintaining confidentiality and promoting workplace safety. Responsibilities extend to facilitating staff wellbeing initiatives, organizing training programs, and maintaining the organisation's online presence. The position requires a proactive approach to HR management while safeguarding sensitive information related to staff and patients.
Job purpose
To provide high quality professional HR support and advice to all staff and managers within the Trust. The postholder will be responsible for the provision of a comprehensive and efficient support system to the organisation to deliver its Vision, Mission and Values.
The postholder will be required to carry out a range of administrative tasks, some of which require the exercise of initiative to a significant level but will work within clearly defined limits.
General
To provide high quality professional HR support and advice to all staff and managers within the Organisation.
Support the recruitment, induction and development of staff
Support the organisation in delivering its human resource responsibilities
The post holder occupies a particular position of responsibility and trust, as they have access to sensitive patient, staff and business information. The post holder should have excellent organisational skills and have the ability to work as part of a team and also on their own initiative.
General
To provide high quality professional HR support and advice to all staff and managers within the Organisation.
- Support the recruitment, induction and development of staff
- Support the organisation in delivering its human resource responsibilities
Duties
- Support the TUPE process for business transfers, ensuring all legal obligations are met
- Leave Calculation Management
- Managing Policies and Process
- Staff Well-being Programme Management
- Support recruitment and development of new staff
- Organising venues for meetings and training programmes.
- Payroll Admin
- Manage Bright HR profiles, working patterns
- Manage Mandatory documents and training
- First point of contact for all HR queries
- Sickness Reporting
- Note taker in confidential meetings
- Management of Policies and processes
- Maintain all job descriptions
- Support Management in use of Bright HR
- Regular HR communication with organisation
- Quarterly reporting
- Updating and maintaining BBBHP Website
- Responsible for ensuring Branding materials are up to date (Email signatures, stationary)
- Create and manage social media platforms
- GP Indemnity Insurance - changes and updating
This list is not exhaustive the post holder may be asked to take on any other duties at an equivalent level of responsibility as may be allocated to the job or delegated for the job holders development
About us
General
To provide high quality professional HR support and advice to all staff and managers within the Organisation.
Support the recruitment, induction and development of staff
Support the organisation in delivering its human resource responsibilities
The post holder occupies a particular position of responsibility and trust, as they have access to sensitive patient, staff and business information. The post holder should have excellent organisational skills and have the ability to work as part of a team and also on their own initiative.
Primary Duties & Areas of Responsibility
TUPE Process
Support the TUPE process for business transfers, ensuring all legal obligations are met
Act as a point of contact for employees affected by the transfer, addressing queries and concerns
Identify potential risks associated with the TUPE process and develop strategies to mitigate them
Work with senior management to address any issues that arise during the transfer
Leave Calculation Management
Calculate leave entitlements for all employees, including annual leave, sick leave, maternity/paternity leave, and other statutory leave.
Maintain accurate records of leave balances and ensure timely updates in the HR system
Provide guidance to employees on leave entitlements and the process for requesting leave.
Analyse leave data to identify patterns and provide insights for workforce planning.
Polices and Processes
Collaborate with senior managers to ensure policies meet the needs of the organisation and its employees.
Ensure all policies follow current regulations and kept are up to date and ensure periodic reviews.
Communicate policy changes effectively across the organisation.
Develop and update organisational all HR policies and procedures in line with best practices, Staff Handbook, Annual Leave, Sickness Absence, flexible working, fixed term contracts, etc
Ensure welcome packs for new starters are always kept up to date.
Staff Wellbeing
Implement comprehensive wellbeing programme that address the diverse needs of our employees.
Collaborate with managers to ensure programmes align with organisational goals and employee needs.
Monitor the effectiveness of wellbeing initiatives and gather feedback from employees
Co-ordinate the annual staff survey and compile and disseminate results.
Wellbeing of Staff organising Staff events i.e. organising staff parties or gatherings, monthly staff lunches, staff team building events, end of year parties and celebration events
Support the recruitment, induction and development of staff
New staff
Support recruitment of new staff ensuring that job descriptions and pay rates are agreed, that the job is advertised appropriately and support all arrangements for shortlisting, interview and appointment
Ensure all pre-employment checks (references, bloods, DBS, registration etc.) are carried out satisfactorily
Issue contract in conjunction with appointing manager
including contract and documentation are securely filed.
Ensure and support local site based and team/role induction at start of employment
Deliver organisation wide induction programme
All staff
Maintain HR profiles, working patterns are up to date in a timely manner
Administer and record all mandatory training
Maintain HR documents are uploaded to our HR system
Ensure HR documentation and permissions are up to date e.g. bloods, DBS
Creating regular organisation sickness reports
Ensure emergency contacts for staff are up to date
Promote and administer all employee benefits cycle scheme, Tech scheme, etc.
Payroll
Payroll Admin such as new starters, leavers, change of hours, details
Payroll queries triaged at this level
informing payroll of sick leave entitlement
Other
GP Indemnity Insurance - changes and updating
To arrange and co-ordinate meetings and training sessions including arrangements for venues, invitations, coordination of and distribution of meeting papers and/or training materials
To act as note taker in confidential meetings for the Partners and undertake the typing of policies and confidential HR material such as letters, notes, minutes and reports
To provide support to the HR Team during absence and peak periods
Support the organisation in delivering its human resource/wellbeing responsibilities
To act as first point of contact for the HR Team for telephone and in person inquiries, using initiative to take appropriate action within limits of own role and updating staff and/or forwarding calls and taking accurate messages for members of the HR Team. To be confidential and demonstrate a positive and professional image for the Organisation at all times.
Coordination and maintenance of training programmes, including the development of training materials, organising staff development sessions, liaising with external training consultants.
Organising venues for training programmes.
Maintain a library of all agreed job descriptions with associated pay rates and ensure periodic review
Support managers in use of Bright HR
Report on issues relating to HR such as staff satisfaction, staff retention, staff sickness, and staff training
Support all inspection processes ensuring that all HR folders, training and processes are up to date
Support staff and management in HR queries
Support appraisal processes with appropriate documentation
Communications
Creating quarterly Staff Newsletters
Regular HR communication with the organisation
Social Media Management, strategy and set up develop content for dissemination via media and distribution channels.
Create and maintain Social Medial Platforms, ensuring regular postings of new events/messages, Building media presence.
Google analysis and quarterly reporting
Creating, printing, distribution of posters, leaflets
Maintaining content update on BBBHP Website.
Liaising with BBBC to cascade information to the Partners/Practices and the Community.
Responsible for ensuring Branding materials are up to date (Email signatures, stationary)
This list is not exhaustive the post holder may be asked to take on any other duties at an equivalent level of responsibility as may be allocated to the job or delegated for the job holders development
Confidentiality:
1. 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.
2. 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.
3. 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 and Diversity
The post-holder will support the equality and diversity and rights of patients carers and colleagues to include:
- Acting in a way that recognizes the importance of peoples 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 feeling 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
Communication:
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.
- Recognize peoples needs for alternative methods of communication and respond accordingly.
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