HR and Management Administrator in Bournemouth

The PCN has avacancy for a highly motivated and organised HR and Management Administrator on a permanent, part time contract basis

(22.5 hours per week worked on Monday, Tuesday and Wednesday, although there may be some flexibility on days to be worked).

You will have strong co-ordination, organisation and time management skills, previous administrative experience and a friendly and approachable manner.

Main duties of the job

You will provide support to the HR Manager in all areas of HR administration, including HR recruitment, onboarding, staff training, Health and Wellbeing.

You will also support the wider PCN management team as required with meeting arrangements, minute taking, collating reports, audits and other tasks.

You will also be involved in supporting new processes to bring efficiencies to the HR function and the work of the wider management team.

About us

Bournemouth East Collaborative Primary Care Network (PCN), situated on the stunning Dorset South Coast, comprises four like-minded practices working together in East Bournemouth, with a strong reputation on quality improvement and investing inits employees.

The PCN serves a population of approximately 55,000 patientswith a diverse demographic.

Practicespart of the PCN are

• Shelley Manor Medical Centre and Holdenhurst Road
• Littledown Surgery
• Southbourne Surgery

The PCN iscommitted to developing, supporting and sustaining a diverse workforce, representative of the community it serves.

By working together with ourdifferent Network teams, we use our combined skills to provide a service thatis joined-up, holistic, proactive and personal for the patient.

Our Network teams include

Enhanced Care Visiting team for frail housebound patients and those in care homes.

Theteam includes visiting GPs, ANPs, Paramedic, Frailty Nurses, Care Coordinators, Clinical Pharmacist.

BEC Urgent Care Treatment Centre working out of the Treatment Centre at Shelley Manor Medical Centre supported by GPs, ANPs, Respiratory Nurse and HCAs.

First Contact Physiotherapy Practitioner service.

Digital Lead, Digital Care Coordinator, Digital Champions.

Pharmacyteam comprising of Clinical Pharmacists, Pharmacy Technicians, Care Co-ordinator.

Health and Wellbeing Coaches and Social Prescribers within Help and Care team.

• Job responsibilities
• Recruitment
• Ensure recruitment has been authorised, post adverts, monitor application process, liaise and advise recruiting managers.
• Arrange interviews and support line managers and applicants with the process and provide all necessary documentation.
• Ensure unsuccessful applicants are notified as appropriate and where requested feedback given.
• Review the appointment made and all necessary documentation with the HR Manager
• Onboarding

Assist the HR Manager with the onboarding process including

• Take up references chasing as necessary and liaising with recruiting manager.
• Set up new employees on Bright HR and mandatory training modules to Teamnet
• Set up employees on S1 and requesting smartcards.
• Carry out DBS checks using the online portal (APCS), and ensure records are recorded in line with legal requirements.
• Draft and issue Induction Plans for all new employees. This will involve communicating with managers across the PCN.
• Issue new employees with mandatory policies and monitor progress.
• Ensure all new employees have electronic personnel file set up, containing required documentation.
• As required set up new employees on Bright HR including holiday and entry of personal information.
• General HR
• Maintain up-to-date HR documentation for staff employed by the PCN, electronically and if applicable hardcopy filing.
• Together with the use of templates, draft and issue general correspondence as required.
• Co-ordinate and monitor probationary, 1:1 reviews and appraisals with line Manager, keeping HR Manager up to date on progress.
• Enter, amend and update holidays on Bright HR addressing any queries and noting any concerns to the HR Manager.
• Work with the HR Manager to monitor sickness absence.
• E-learning Teamnet allocation, monitoring completion of mandatory modules and following up where necessary.
• Continue to review training matrix.
• On an annual basis email staff a reminder to check their details on Bright HR, use this to ensure all employee records are correct and up to date.
• Ensure all employees have up to date Right to Work in the UK documentation and DBS in personnel files, Bright HR and maintain regular audits.
• Assist the HR Manager with reviews to include process, policy and record keeping.
• General PCN Support
• Assist Network Director with drafting of Board Agendas.
• Organise PCN PLT sessions.
• Attend Board meetings, minute taking and distribution of minutes.
• Arrange other required PCN meetings, sending out invites, draft agendas and take minutes for distribution.
• Assist with event planning such as Conference, INT events and BLS training.
• Liaise with medical reps to supply meeting food.
• Staff badges purchasing and issuing across PCN (to be handed over to Lead CC when they are in post).
• PCN Newsletter co-ordinating information and publishing. Working alongside lead CC.
• Ensure stationery and printer consumables are at adequate stock levels.
• Be responsible for updating the PCN Organisation Chart.
• As required Weekly check of GPs PPA ID on S1.
• Health and Safety
• Assist with health & safety as required.

Person Specification

Skills and Abilities

• Strong communications in English both written and spoken.
• Analytical and project planning skills.
• Good co-ordination, organisational and time management skills
• Ability to multitask, be a self-starter and take busy days in your stride.
• Ability to work as part of a team and on own initiative.
• Knowledge
• System One Primary Care clinical and administrative system.
• Bright HR
• Personality
• Demonstrate empathy and compassion where situations require.
• Have a friendly and approachable manner

Qualifications

• Grade 5 and above GCSEs to include English and Maths

Experience

• Microsoft Office (outlook, word, Power Point and excel)
• Administrative experience in Primary Care or NHS setting
• Has experience and is confident in taking meeting minutes and distributing
• 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.

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