People Administrator

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.

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)