HR Administrator in Ivybridge

We are seeking an organised and proactive Human Resources Administrator to become a valued member of our HR team. In this role, you'll provide essential administrative support across all HR functions, including recruitment, onboarding, and employee lifecycle management. Our ideal candidate is highly organised, enjoys juggling multiple tasks, and has a genuine passion for people, processes, and systems. If you thrive in a collaborative environment and are eager to contribute to a growing team, we'd love to hear from you. The role will be based at Ivybridge Health Centre and is for 12 hours per week.

Main duties of the job:

• To provide administrative support to the HR officer where required.
• To provide reports from the HR system to enable quarterly reporting to the Board with specific key employee information relating to HR matters as requested.
• To adopt best practice and comply with employment legislation, mitigating any risks to the business.
• To administer an effective HR function to meet the growing and changing needs of the Group.
• Share all staff communications and ensure timely and accurate communication.
• To administer the recruitment process for staff and ensure timely issue of all legal documentation.
• Data cleanse the HR data systems, training system and health benefit system.
• To be responsible for your own continuing self-development, undertaking training as appropriate.
• To undertake other duties appropriate to the grading of the post as required.

About us:

Beacon Medical Group Practice is a single practice, Primary Care Network (PCN), providing care to 43,000 patients across Plympton and the South Hams. We are a team of Partners, Salaried GPs, Paramedics, Clinical Pharmacists, Pharmacy Technicians, Practice and specialist Nurses, HCAs, Phlebotomists, First Contact Physios, Social Prescribers, Advanced Clinical Practitioners, Clinical Practitioners and Administrative support staff. Our mission is to give all our patients the right care, at the right time, in the right place. We are a forward thinking partnership always looking for opportunities to improve services for our patients.

Job responsibilities:

• Upload all requested documents to HR database.
• Upload all external training to bluestream and link to module.
• Collate all star of the month information for the managers meeting.
• Process the certificates for the star of the month.
• Update annual contracts following pay rise.
• Administer all contracts and flexible working requests through HR database.
• Provide information from the HR database to create reports as requested.
• Administer Monthly bluestream reports for line managers.
• Data cleanse HR database with all change of contracts, job titles, training certificates.
• Ensure HR database hierarchy is set up accurately.
• Ensure holidays are updated annually on HR database.
• Administer annual seasonal changes on HR database.
• Ensure timely and accurate communication with all BMG staff.
• Liaise with HR Officer to enable contact lists to be up to date.

Recruitment:

• Be responsible for all areas of administration of recruitment in conjunction with the HR Officer.
• Liaising with the Line Managers and advertising as per Line manager requests for timely NHS jobs advert placement.
• Set up job on HR database including adding JD, hierarchy of role pay details etc.
• Be main point of contact for all potential candidates liaising with line managers.
• Monitoring the NHS jobs advertisements.
• Administration of all paperwork to line managers for shortlisting process.
• Administration for all interviews liaising with the Line Managers.
• File all paperwork for the applicable time frame.
• Create candidate information on HR database, link to job created and create offer letter.
• Administration of all legal pre-application documentation for new starter and file appropriately.
• Monitor receipt of all legal pre-employment documentation and chase where relevant.
• Update all received documentation onto HR database and liaise with Line managers for potential start dates once all received.
• Where applicable arrange for DBS application with candidate.
• Complete and verify all right to work in the UK paperwork, DBS verification paperwork, Smartcard ID paperwork.
• Create employee through NHS spine for smartcard and setup.
• Create contract for new candidate ensure prior to first day of employment.
• Liaise with Payroll details of new starter.
• Create accounts and log ins for all HR related systems.
• Administer probation process on HR database and Healthshield database.

Leavers:

• Administer the leavers process for staff and ensure timely issue of all legal documentation.
• Process resignation letter and upload to HR database.
• Create employee as a leaver through the HR database.
• Acknowledge receipt of resignation and send letter to employee with exit interview.

Systems:

• Data cleanse following systems: HR database, Healthshield, Microsoft Systm 1, NHS mail, Smartcard, DBS online.
• Administer Medical Students, Nurse Students and Locums in liaison with the relevant line manager.

Health and Safety:

• Ensure all members of staff comply with the Groups health and safety policy.
• Carry out risk assessments to comply with current Health and Safety legislation.
• Ensure any health and safety concerns are reported to the Operations Manager.

Equality and Diversity:

• The post-holder will support the equality, diversity and rights of patients, carers and colleagues.
• Act in a way that recognises the importance of people's rights.
• Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.

The details contained in this job description are not exhaustive and may change as the post develops.

Governance:

• Identify and record risks and issues, developing contingency plans with service and contract leads.
• Ensure the PCN is compliant with health and safety policies and procedures.

Confidentiality:

• To maintain confidentiality of information acquired in the course of undertaking duties for the practice.

Person Specification:

• Evidence of a good general standard of education.
• Excellent communication and customer service skills.
• Ability to make employees feel at ease.
• Ability to communicate across all levels.
• Ability to work accurately and effectively to deadlines.
• Excellent organisational skills, with an ability to prioritise important tasks.
• Good IT skills particularly in Microsoft Office.
• Recognise own development needs and recognise how these may be met.
• Flexibility to work independently or as a member of a team.
• Ability to coordinate and maintain various documents including guides, contracts and policies.
• Ability to work under pressure.
• Experience of administrative work including record keeping, scanning, printing and data entry.
• Experience of managing multiple tasks and meeting company objectives.
• Experience with online databases /CRMs.
• Experience of recruitment legalities.
• Experience of working across multiple sites.
• Excellent verbal and written communication skills.

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.