Overview of Our Organisation
GPS Healthcare is a single-practice Primary Care Network operating across six sites in central and south Solihull. We provide care to approximately 40,000 patients and work collaboratively with partner PCNs, University Hospitals Birmingham, Solihull Council, Community Services, and the Integrated Care Board.
We offer a comprehensive range of staff benefits including:
- Competitive salary aligned with experience and qualifications
- Flexible working options to support work-life balance
- Membership of the NHS Pension Scheme
- Car Lease Scheme, subject to eligibility
- A paid day off for your birthday
- Access to our Employee Assistance Programme
- A friendly, supportive and professional working culture where development is encouraged
Statement of Purpose
To support the delivery of a professional and efficient HR Service across GPSHealthcarethrough the provision of high quality administration, accurate information and a focus on continuous improvement.
To deliver administrative support across a wide variety of HR functions including but not restricted to: Recruitment, leavers, payroll updates, compliance audits, employee records, service administration.
This role requires the administrator to offer a confidential, efficient and professional service at all times.
Main Duties and Responsibilities
Recruitment
To facilitate the end-to-end recruitment process including advertising, shortlisting, interview co-ordination and preparation for new starters.
To support and coordinate the onboarding of new employees, GP registrars, contractors, locums and other workers, ensuring all relevant pre-employment checks, documentation, access and induction arrangements are completed.
To support with the coordination and delivery of monthly corporate induction sessions, including invitations, preparation of materials, attendance records and relevant follow-up actions.
Pre-employment checks including right to work, DBS, health screenings, references and professional membership checks.
Employee on-boarding, preparing induction plans and probation packs. Preparing payroll paperwork. Arranging network access such as ID cards, Smart cards, training & intranet system.
Leavers
To facilitate the leavers process for employees, third-party contractors and workers including, processing, resignation letters, capturing key leaver’s information including payroll adjustments - holiday, toil owing etc. Facilitate exit interview completion and managing leavers statistics and producing accurate and timely reports.
First Line Support
To manage and coordinate the enquiry email accounts, telephone and letter based correspondence.
To be the first point of contact for enquiries regarding recruitment, leavers and HR Payroll enquiries. Escalating enquiries as appropriate.
To guide line managers and staff members to appropriate life cycle policies, procedures and toolkits regarding enquiries that may raise.
Be aware of and understand company HR policies, procedures and provide templates for procedures.
To deliver a first time accurate HR administration support service as appropriate including, sickness absence management, maternity & paternity letters, contract amendment letters and training contracts.
To support the day-to-day administration and maintenance of the HR Information System (HRIS), acting as a key point of contact for system-related administrative queries and ensuring employee information remains accurate and up to date.
To support the maintenance and effective use of HRIS functionality and modules, including recruitment, onboarding, probation, appraisal/performance and other employee lifecycle processes, ensuring workflows and records are maintained appropriately.
Payroll Preparation
To prepare monthly HR updates regarding recruitment and leavers for payroll.
Service Administration
To maintain accurate and up-to-date employee records within the HRIS and other relevant HR records, including maintaining an accurate chronology of HR activity.
Support with HR data reporting and KPI tracking.
Complete regular data and compliance audits including, but not limited to, safeguarding, DBS, indemnity and professional registration checks.
Maintain and report on employee data, identifying inaccuracies or gaps and taking appropriate action to ensure data quality.
Undertake regular checks of training agreements, appraisal/performance records, probation records and other employee lifecycle information.
Governance and confidentiality
To maintain governance of information and documentation through accurate application of General Data Protection Regulation.
Maintain HR documentation and information security at all times
Follow document, email, filing, information storage governance at all times.
Education, Training and Development
Understands and demonstrates the characteristics of a role model to members in the team and/or service.
Disseminate learning and information gained to other team members in order to share good practice and inform others about current and future developments (e.g., courses and conferences).
Assess own learning needs and undertake learning as appropriate.
Demonstrates self-development through continuous professional development activity; working alongside colleagues to identify areas to develop.
Support and participate in shared learning across the wider organisation.
Health and Safety/Risk Management
The post-holder must comply at all times with the Practice’s Health and Safety policies, in particular by following agreed safe working procedures and reporting incidents using the organisations Incident Reporting System.
The post holder will comply with the Data Protection Act (2018) and the Access to Health Records Act (1990).
Note
The job holder will be expected to undertake any other duties which are not specifically listed but are within the remit, responsibility and accountability of the job.
