Administrator

Job description

Job responsibilities

Responsible to: HR Manager

Weekly Hours: Full/Part Time

Primary Objective: To provide general administrative assistance to the HR Manager, Clinical Resources Officer and the Practice Manager

Main duties and responsibilities

HR

1. Prepare all administration as requested by the HR Manager or Clinical Resources Officer in accordance with the Recruitment Policy - adverts, managing applications/enquiries, short listing, offer letters & reference requests and pre-employment checks
2. Maintain up to date and secure files for all staff to include all CQC compliant documentation.
3. Assist with Inductions for all new staff
4. Keep accurate and up to date records of DBS checks for all relevant staff
5. Maintain leave records & leave planner for all staff, which should be electronic and accessible via the portal. This will include all additional hours worked either recorded as time in lieu or paid via a payroll adjustment.
6. Maintain mandatory training records for all staff as per CQC guidelines
7. Maintain Hep B records & vaccination for all staff where applicable as per CQC guidelines
8. Collate payroll administration to ensure accurate and timely processing of payroll (including new starter documentation, sickness and absence logging and return to work forms are received).
9. Ensure all HR records on Clarity TeamNet are kept up to date with any changes
10. Help to coordinate appraisals for the Clinical team and follow up when appraisals are due

1. Maintain up to date training for all staff using Practice Index software
2. Maintain accurate training records for all staff and revalidating requirements
3. Assist with organizing Training days and Away days

Clinical Resources

1. Assist with the clinical resource administration across all 3 Oxford sites, making sure that all sites are adequately resourced and working within safe parameters.
2. Help to organise Locum cover where agreed and conduct pre-employment checks, including certification and induction.
3. Administration for the clinical weekly rota, using the Omni HR rota system
4. Add sessions (appointment templates) to Hedenas clinical diary (EMIS) and ensuring that the Omni rota and EMIS diaries are accurate.
5. Maintain Clinical leave records and helping to ensure the sites are safely staffed during leave.
6. Action sickness absence resourcing issues
7. Assist with implementing resourcing plans for any centre closures due to training or meetings
8. Help to coordinate inductions for new Clinical team members both locum and permanent

General Administrative Duties

1. Provide general administration for the HR Manager, Clinical Resources Officer and the Practice Manager

Information & Document management

1. Maintaining efficient filing systems electronic & paper format
2. Maintaining an up to date contact database
3. Ensure all protocols, policies and documents used in the Practice are stored on Clarity TeamNet, are up to date and version controlled, accessible to all staff and reviewed on an annual basis.
4. Prepare and maintain protocols for all duties
5. Ensuring that our service complies with CQC requirements

1. Attend regular team meetings and deliver reports to colleagues as required
2. Attend other meetings as required
3. Minute meetings as required

Carry out any other tasks/duties reasonably delegated by the HR Manager, Clinical Resources Officer or the Practice Manager.

This Job Description will be reviewed annually.

Person Specification

Experience

Essential

• Evidence of continuing commitment to self-development
• Highly literate and numerate with an excellent eye for detail
• Able to demonstrate ability to establish, build and maintain successful professional partnerships with executive team and third parties
• Possess excellent communication skills both verbal and written, and demonstrate the ability to communicate complex information transparently and effectively
• Able to demonstrate a high level of IT skills (Microsoft word, excel, data)
• To be able to demonstrate being adaptive and comfortable with change
• Evidence of strong team working skills
• Excellent organisation and planning skills, able to meet changing priorities and time frames
• Able to cope with unexpected situations and provide solutions to problems
• Evidence of ability to complete tasks to a high standard with minimal supervision
• Flexible and adaptable and able to demonstrate the ability to make good decisions under pressure and deliver on deadlines
• Required to work collaboratively and build good relationships with others, possessing excellent negotiation skills.
• Ability to cope under pressure with a considerable and varied workload

Desirable

• Experience of working in a multi-site environment
• Primary care experience in a similar role
• Previous experience of an online rota system
• Full UK driving licence

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

Hedena Health Ltd

Address

207 London Road

Headington

Oxford

OX3 9JA

Employer's website

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