HR Administrator

NHS; Coventry; On-site; GBP 23,000 - 25,000; Full time

Job description

Are you looking to contribute your skills in a dynamic and supportive environment? A fantastic opportunity to join our HR team and be a part of the overall vision of Coventry & Rugby GP Alliance has become available, and we are currently seeking a driven and dedicated individual to fill the role of HR Administrator.

In this position, you will support us with achieving our goals, while also contributing to the overall success of our organisation.

At Coventry and Rugby GP Alliance, we pride ourselves on fostering a culture of innovation, growth, and continuous learning. As a member of our team, you'll have the opportunity to work alongside talented professionals who are committed to delivering excellence and driving positive change within our industry.

Main duties of the job

To assist the HR Manager in providing a comprehensive HR administration service, and to 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. You will use effective people skills to ensure good relationships with the employees and external contacts at all times.

The HR administration service you will provide will cover the full employment lifecycle, i.e. recruitment & selection, employment matters, employee relations, operational support, and leaver administration.

Job responsibilities

Recruitment & Selection

1. Check recruitment request forms and job descriptions to ensure all requests are in line with the Recruitment and Selection policy.
2. Advertise vacancies as per the recruitment requests raised by the recruiting managers.
3. Record Equality & Diversity related information.
4. Check applications prior to the shortlisting process for declarations of convictions, disability, work permits and job share requests and to advise the Recruiting Managers accordingly.
5. Organise interviews for short-listed applicants, including overseeing preparation and distribution of interview and assessment packs.
6. Monitor and manage the post interview process, i.e. informing applicants of interview outcomes, filing records on unsuccessful applicants and overseeing the HR clearance process for all successful applicants.
7. Provide basic advice on the policies and procedures to employees and managers.
8. Ensure completion of all pre-employment checks for successful candidates in a timely manner, ensuring legislative and regulatory compliance.
9. Responsible for the new starter process including:

• Create and send out offer letters and contracts of employment.
• Complete all pre-employment checks and go through full HR clearance process.
• Complete New Starter Forms to be sent to payroll.
• Create logins and provide appropriate access on CRGPA systems for example Cezanne, Blue Stream, NHS smartcards, etc.
• Update database and organisation structure charts.

Induction

1. Communicate details of new recruits to recruiting managers to ensure facilities and equipment are readily available upon commencement of employment.
2. Ensure new employees receive induction packs and associated information on their first day of employment.
3. Make necessary arrangements for new employees to attend appropriate training.

Employment

1. Manage probationary review meeting documentation, providing guidance to Line Managers and making sure the probation review meetings are arranged and outcomes communicated back to HR in a timely fashion.
2. Action the probation outcomes (i.e. unsuccessful probations, extended probations and successful probations).
3. Advise line managers on attendance, performance and conformance issues in line with the company policies.
4. Record attendance, performance and conformance issues in staff personnel files.
5. Manage holidays process, ensuring employees and line managers follow the holiday process.
6. To be responsible for the leavers process including:

• Sending acknowledgment of resignations.
• Completing leavers form to be sent to payroll.
• Completing leavers form to be sent to appropriate Departments.
• Updating database and organisation structure charts.
• Revoking accesses on CRGPA systems.

Operational Support

1. Assist the HR Manager in developing and implementing new projects.
2. Support HR Officer/Advisor with day to day activities to ensure all HR activities run smoothly and concurrently, especially during periods of staff absences.
3. Ensure staff information and records are kept in line with local and audit requirements.
4. Maintain an up-to-date procedures manual for all HR administration duties.
5. Produce data for the HR KPI reporting.

Person Specification

Qualifications

• Educated to GCSE level or equivalent (Maths and English essential).
• Advanced IT skills.
• Microsoft Office Package.

Experience

• Experience of working in a HR Administrative role and an understanding of HR processes.
• Experience of working with Microsoft packages including Word, Excel and PowerPoint.
• Experience of coaching staff on using new HR and training systems.
• Experience of recruitment and induction.
• Ability to work on own initiative without supervision and prioritise own workload.
• Ability to solve problems.
• Ability to work under pressure with conflicting demands.
• Self-motivated.
• Ability to adapt to a changing workload and priorities.
• Ability to relate to all levels of the organisation confidently and effectively.
• Ability to create and maintain effective working relationships.
• Ability to work in line with strict guidelines in respect of confidentiality.
• To be professional at all times, and work in line with the organisations values.

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.

£23,000 to £25,000 a year depending on experience.