HR Officer

Job description

Job responsibilities

Job Title: HR OFFICER

Reports to: Business Manager

Job Summary: To provide comprehensive HR services for the practice, working closely with all managers across the business. The post holder is responsible for successful delivery of key functions including training and development, recruitment, retention, pay and reward

Recruitment and Retention of Staff

• To manage the overall recruitment process for Practice staff
• To provide a professional and responsive service to applicants and staff both internally and externally.
• Responsible for the recruitment and selection process, including reviewing the requirements of the position and the job holder,  revising job descriptions in collaboration with line managers,  placing adverts using the NHS recruitment system; collating  applications; arranging short-listing and interview packs; contacting candidates, choosing the most appropriate person for the job, chasing references and other associated duties. Overall, ensuring a fair and efficient process.
• Attend recruitment interviews as a panel member and fully  contribute towards the selection of successful candidates.
• Responsible for issuing all staff with contracts, variation of contract letters, job descriptions, dealing with any changes in  salary as a result of variation of contracts/working arrangements  and informing Finance officer in accordance with Payroll process.
• To update and amend contracts in line with regulatory changes and in consultation with the Head of Practice and Partners
• Completion/verification of all right to work in the UK paperwork,  Medical indemnity, checking NMC/GMC/NPL registrations. Reviewing and updating National Performer List (NPL) request and changes in PCSE.
• Disclosure & Barring Service checks (DBS) – ensure these are done  for all new clinical staff, manage DBS records according to policy.  Collate and keep securely staff annual self-declaration forms.  Update risk assessments for DBS checks as necessary
• Act a liaison between line manager and candidate for induction  date and start.
• HR inductions for new starters including Salaried GPs, Locums,  including new starter preparations
• Administer probation and leavers process for staff and ensure  timely issue of all legal documentation. Conducting Exit interviews  and reporting on findings, suggesting improvements and changes  where appropriate
• To ensure all clinical registrations and indemnities are in date and  kept of file. Liaising with line managers as appropriate.

Registrars/ Students/Locums- New starters

• All administration in connection with Registrars/Students and Locums re starters & leavers.
• Participate in the Induction programmes for Registrars/Locums
• Participate in induction programme for medical students and liaise with students, universities and tutors as necessary regarding aspects of tutor training and teaching groups.

Supporting Employee relations

• To provide advice and guidance to support line managers with  disciplinary, probation and performance management reviews in  line with Policy
• To promote and update and ensure circulation of employee  statement of terms and conditions handbook (Staff Handbook)
• To review and update (with the appropriate with lead staff)  Practice HR and Procedures, ensuring all new staff understand  Practice protocols.
• Support and advise line managers in effectively managing all forms of absence in order to achieve reduction in sickness absence and other staff costs as appropriate. 

Other HR administrative Duties

• To maintain up to date knowledge of HR and Employment Law  changes. To liaise with the external HR service as required in  complex HR matters.
• Ensure all HR administration and staff records systems are fully  compliant to legal and regulatory standards.
• To maintain an overview of holiday planning, and monitoring of  practice sick leave in accordance with those policy and processes
• CQC – to ensure all relevant changes for Partners/relevant staff are  administratively updated on the CQC portal. To work with the Head of Practice on other CQC matters relating to regulatory requirements
• MPS/MDU – group scheme membership – to ensure the best deal for the Practice Group care scheme membership, and reconciliation
• To ensure all information is entered and kept updated on a  monthly basis to the National Workforce Reporting Service (on  Primary Care Web Tool)
• To observe confidentiality of patient and practice information at all times and adhere to practice policies in relation to data and  information
• To undertake any other duties commensurate with the post and to  react to statutory, legislative and NHS policy within the scope of the role

Training and development

• Plan and organise an annual programme of in house education and assist with the GP revalidation process, deliver some aspects of staff training as necessary.
• Employer obligations – ensuring the Partners meet their obligations as employers in accordance with all legal and NHS requirements e.g. all statutory and mandatory training, Basic life support training, relevant disclosure and barring service checks and eye tests, in collaboration with line managers.
• Analysis and monitoring of staffing needs (particularly when there are staff changes), including training needs assessments
• Together with Line Managers to identify and assess future and current training needs through annual performance appraisals.
• To ensure line managers are appropriately recording and managing appraisals, annual leave and attendance and offer support where required.
• Administer training and policies for Practice Index
• Liaise with external training providers as and when required. I.e. Apprenticeship providers.

Practice Safeguarding process

• Keep informed and updated regarding mandatory and statutory  Safeguarding requirements for staff, including CQC requirements
• Monitor training requirements for staff for safeguarding and  ensure staff compliance with training requirements – particularly  clinical staff requirements. This includes monitoring Staff  Safeguarding Logs to ensure compliance is recorded and report any concerns to Safeguarding Lead.
• Produce Safeguarding Induction pack and ensure all new staff complete it.
• Disseminate information regarding Safeguarding training  opportunities.

Health and Safety

•  H&S – complete risk assessments where appropriate for staff
• To work with Head of Practice on Health and Safety matters  relating to the practice and buildings.

Adhoc guidance

Flexibility is essential at all times to ensure that the practice is well staffed, especially to cover holiday and sickness. Staff may be required to work at any of the practice’s premises.

Changes in Primary Care: The post holder should be aware that these tasks are subject to change, particularly when changes are imposed on the Practice by external organisations and the NHS in general. Any substantial changes will be discussed and training given.

SAFEGUARDING

All employees are required to act in such a way that at all times safeguards the health and well being of children and vulnerable adults. Familiarisation with and adherence to Safeguarding policies is an essential requirement of all employees as is participation in related mandatory/statutory training.

Person Specification

Covid Vaccination Status

Essential

• This role will involve Care Quality Commission (CQC) regulated activities and face to face contact with patients and/or service users. The practice therefore will need confirmation from applicants on their vaccination status.
• Either evidence of vaccination or clinical exception.

Experience

Essential

• Minimum of two years experience of providing Human Resources advice to managers and staff that meets operational needs.
• Thorough understanding of contemporary HR policies and procedures
• Sound understanding and knowledge of HR principles including Terms and conditions, TUPE, current employment law and good practice.
• Managed multiple tasks and prioritised workload to match objectives.
• Excel skills

Desirable

• HR management experience
• Experience in a health provider organisation, preferably primary care setting/GP Practice
• Experience in providing advice and support to senior managers on strategic matters
• Knowledge of clinical training requirements
• Knowledge and understanding of key NHS issues including national and local policy drivers, and the modernisation agenda

Qualifications

Essential

• Level 3 CIPD qualified or equivalent experience

Desirable

• Level 5 CIPD

Skills

Essential

• Strong inter-personal skills including the ability to establish and maintain positive professional working relationships with colleagues at all levels from within the organisation and external stakeholders
• Excellent verbal communication and presentation skills including the ability to communicate sensitive or contentious information in order to influence decision making and written communication, inc policies, letters etc
• Good knowledge of HR systems and cloud-based systems
• Ability to work accurately and effectively to deadlines and manage a range of activities simultaneously, often under pressure
• Ability to interpret legislation and terms and conditions and advise managers on these in a manner that they understand
• Objectivity, discretion and the ability to develop trusting relationships at all levels
• Prioritisation of time
• Flexibility to work independently or as a member of a team to achieve organisational goals.
• Forward planning and project management skills

Desirable

• Highly developed influencing and persuading skills
• Ability to develop strategic direction and translate into achievable objectives

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

The Westgate Practice

Address

Church Street

Lichfield

Staffordshire

WS13 6JL

Employer's website

https://www.westgatepractice.co.uk/ (Opens in a new tab)