HR and Quality Improvement Administrator

HR and Quality Improvement Administrator

PooleCentral PCN is recruiting an experienced HR and Quality ImprovementAdministrator to play a key role in supporting the effective delivery of theorganisations HR administration and quality improvement processes. The successfulcandidate will coordinate activities across the employee lifecycle, ensuringeffective workforce management, accurate records, regulatory compliance and thetimely completion of key tasks. The role will also involve supporting the management of complaints and significant events, monitoring agreed actions andcontributing to organisational learning and continuous improvement. Thesuccessful candidate will demonstrate excellent organisational skills,accuracy, discretion and initiative, with the ability to work independently andeffectively within established policies and procedures.

25 hours per week - working pattern can be discussed at interview.

Main duties of the job

The postholder will coordinate recruitment administration, including advertising vacancies, arranging interviews, communicating with candidates and completing pre-employment checks. They will prepare contracts, offer and variation letters, maintain employee records and process starters, leavers and contractual changes. Duties include monitoring sickness absence, supporting return-to-work processes, coordinating staff training, maintaining training records and supporting wellbeing initiatives. The postholder will take ownership of complaints and significant events, ensuring they are recorded, acknowledged, investigated and progressed within required timescales. They will coordinate with staff and managers, monitor investigations, track actions to completion and ensure outcomes and learning are documented and shared. They will maintain quality improvement and governance records, assist with audits and policy reviews, monitor compliance and prepare reports for management meetings. They will identify outstanding actions, escalate concerns and support the implementation of learning and continuous improvement. They will provide general administrative support, respond to routine HR and quality queries and ensure records and sensitive information are managed accurately, securely and confidentially in line with data protection requirements. The role requires organisation, accuracy and discretion, with the ability to work independently and seek guidance on complex matters as required.

About us

Poole Central Primary Care Network is a collaborative group of five GP practices in Poole, Dorset, serving over 65,000 patients. Our practices work together to deliver joined-up, patient-centred, community-based care, supporting our local population, particularly those most vulnerable.

The successful candidate will be based in our office as part of the Management and Co-ordinating Team. You will join a friendly, supportive and collaborative working environment where initiative, professionalism and teamwork are valued. We encourage colleagues to take ownership of their responsibilities, share ideas and contribute to the ongoing development of the organisation.

This is an opportunity to be part of a varied and rewarding role, working closely with colleagues across our five practices and making a valuable contribution to the smooth running and continuous improvement of our services.

Job responsibilities

HR Administration and Recruitment

Coordinaterecruitment from advertisement to appointment, including interviewarrangements, references, DBS checks, pre-employment checks, contracts andinduction.

Arrangenew starter access to IT and relevant systems.

Coordinatecontract amendments, obtain signatures, update personnel records and notifypayroll of relevant changes.

Calculateannual leave entitlements annually and when contractual or employment changesoccur, including part-year calculations.

Coordinateleaver processes, including resignation acknowledgements, final annual leavecalculations, payroll notifications, system access removal, exit interviews andthe return of equipment and uniforms.

Maintainaccurate and confidential personnel records and provide guidance on routine HRprocedures, referring complex employment matters to the appropriate manager orlegal adviser.

Liaisewith external legal advisers on relevant matters as required.

Workforce Compliance and AbsenceManagement

Maintainstaff compliance records, including annual DBS declarations and relevantprofessional registration checks, such as NMC and GMC registrations.

Ensurerequired documentation is recorded and updated on relevant systems.

Recorddaily staff absences, issue return-to-work forms and monitor absence levelsagainst agreed review triggers.

Providemanagers with absence reports and guidance on absence categories and paid orunpaid arrangements in accordance with organisational policies.

Prepareand submit monthly absence reports to payroll.

CoordinateOccupational Health referrals, including pre-employment Hepatitis B referrals,and follow up outstanding actions.

ArrangeDisplay Screen Equipment assessments and relevant risk assessments,including those relating to maternity, stress and lone working.

Issueeligible staff with eye care vouchers following the relevant DSE assessment.

Training, Appraisals and StaffDevelopment

Coordinatetwice-yearly face-to-face Basic Life Support training and maintainrelevant training records.

Coordinateappraisal and one-to-one administration, including issuing forms, processingcompleted documentation and updating personnel records.

Monitoroutstanding clinical supervisions, follow up with staff and managers, andensure completed records are signed and filed.

Produceand circulate monthly reports to team leads covering absence, training,appraisals, one-to-ones and clinical supervision.

Followup outstanding actions and highlight relevant issues to managers.

Quality Improvement, Complaints andSignificant Events

Managethe complaints inbox, ensuring correspondence are reviewed, recorded andprogressed in accordance with organisational procedures.

Logcomplaints on the relevant system, acknowledge receipt and respond tocorrespondence where appropriate, escalating issues to the appropriate manager.

Coordinatethe recording and monitoring of significant events and associated learningoutcomes.

Attendand take minutes at six-weekly Learning Outcomes Meetings, maintaining accuraterecords of discussions, decisions and agreed actions.

Monitorfollow-up actions and communicate relevant learning to appropriate staff andmanagers.

Helpensure complaints, significant events and learning outcomes are documented andprogressed within agreed timescales, supporting organisational learning andcontinuous improvement.

Staff Wellbeing and GeneralAdministration

Actas Wellbeing Champion, attending regular learning sets and promoting relevantwellbeing information and resources to staff.

Coordinateuniform orders and maintain records of uniform and equipment allocation andreturn.

Checkthe rota weekly, publish it on the PCN information page and update templatesfollowing staffing or contractual changes.

Researchand arrange ad hoc orders for diaries, equipment and other organisationalrequirements.

AttendHR forums to maintain awareness of relevant employment updates and communicatechanges to the appropriate manager.

Undertakeother reasonable duties appropriate to the role.

Person Specification

Personal Qualities

• - Highly organised, methodical and able to manage competing priorities.
• - Demonstrates accuracy and attention to detail.
• - Maintains confidentiality, discretion and professional integrity.
• - Proactive, self-motivated and able to use initiative.
• - Flexible and adaptable, with the ability to work independently and as part of a team.
• - Approachable and professional when dealing with staff, managers and external contacts.
• - Able to work effectively under pressure and meet deadlines.
• - Committed to continuous improvement and the promotion of staff wellbeing.
• - An interest in HR, staff wellbeing and quality improvement.
• - A proactive, solution-focused approach to resolving problems.
• - The ability to handle sensitive situations with empathy, tact and diplomacy.
• - A willingness to identify opportunities to improve working practices.

Qualifications

• Educated to GCSE level or equivalent, including English and mathematics, or able to demonstrate equivalent literacy and numeracy skills.
• Willingness to undertake relevant training and continuing professional development.
• Willingness to maintain knowledge of relevant HR procedures, information governance and organisational policies.
• - Relevant qualification or training in HR, business administration or office administration.
• - Training or awareness of quality improvement, complaints management or significant event processes.

Skills and Attributes

• - Strong organisational, planning and time-management skills.
• - Good written and verbal communication skills.
• - Competent IT skills, including email, word processing, spreadsheets and electronic record keeping
• - Ability to maintain accurate records, produce reports and monitor
• - Knowledge of HR administration, recruitment and employee lifecycle processes.
• - Familiarity with GP Teamnet, NWRS or similar workforce management systems.
• - Knowledge of DBS checks, professional registration checks and Occupational Health processes.
• - Understanding of absence management, annual leave

Experience

• - Experience working in an administrative role involving multiple tasks and deadlines.
• - Experience maintaining accurate records and handling confidential information.
• - Experience communicating with a range of people professionally.
• - Experience using electronic systems to record, retrieve and update information.
• - Experience organising and coordinating activities and following up outstanding actions.
• - Experience prioritising workload and working independently within agreed procedures.
• - Experience in HR administration, recruitment or workforce coordination.
• - Experience of absence management, contract administration, onboarding or staff leaver processes.
• - Experience coordinating training, appraisals, one-to-ones or clinical supervision.
• - Experience preparing reports, maintaining compliance logs or monitoring completion of checks.
• - Experience administering complaints, significant events, meetings or action plans.
• - Experience working in a GP practice, Primary Care Network, NHS or other regulated environment.

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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