HR & Governance Assistant

Job description

Job responsibilities

• HR administration including recruitment, sickness and holiday absence management and conduct necessary recruitment checks.
• Use their initiative to plan time effectively and prioritise all incoming work daily, including responding quickly, appropriately and communicating clearly in relation to urgent/important and unpredictable issues.
• Issue employment offer packs and employment contracts in liaison with Practice Manager
• Distribute any addendums to employment handbook
• Arrange and carry out inductions for new employees, Registrars and Medical Students and visitors.
• Maintain an up-to-date Induction pack for all new staff
• Issue employee annual leave allocations and monitor requests

• Working with the Practice Manager to gather assurance to maintain compliance with CQC registration requirements including uploading information to the CQC portal and the implementation of any action plans following internal quality assurance visits or CQC inspections.
• To facilitate a safe working environment, assist with the completion of health and safety risk assessments/inspections and ensuring the premises are fit for purpose
• Maintaining the significant/learning event database including actions taken following discussion at meetings.
• Monitor professional indemnity cover for GPs and Nurses and to ensure that Nurses are registered with the NMC.
• HR processes and procedures are adhered to, and records are up to date with correct documentation.
• Attend meetings, as required.
• Develop HR Processes in conjunction with the Practice Manager
• Maintain/update policies and communicate to team. Ensure the Practice has the most relevant policies in place.
• Update and oversee intranet, ensuring training, premises and governance checks are completed and renewed.
• Support of Information governance, ensuring policies, procedures, staff knowledge are up to date, including IT security and IG compliance at all times.
• Assist the Practice Manager with GDPR compliance and support with the end year submissions for the practice.

This list is not exhaustive and includes anything else deemed necessary by the practice.

Confidentiality

• In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately
• In the performance of the duties outlined in this Job Description, the post-holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential
• Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data

Health & Safety

The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety Policy, the practice Health & Safety Manual. This will include (but will not be limited to):

• Ensuring job holders across the practice adhere to their individual responsibilities for infection control and health and safety, using a system of observation, audit and check, hazard identification, questioning, reporting and risk management.
• Maintain up to date knowledge of health and safety and infection control statutory and best practice guidelines.
• Using personal security systems within the workplace according to Practice guidelines
• Assist with identifying the risks involved in work activities and undertaking such activities in a way that manages those risks across the business.
• Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards, and initiation of remedial / corrective action where needed
• Actively identifying, reporting, and correction of health and safety hazards and infection hazards immediately when recognised
• Keeping own work areas and general / patient areas generally clean, identifying issues and hazards / risks in relation to other work areas within the business, and assuming responsibility in the maintenance of general standards of cleanliness across the business in consultation (where appropriate) with other sector managers

Equality and Diversity

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

• Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation
• Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues
• Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Personal/Professional Development

The post-holder will participate in any training programme implemented by the Practice as part of this employment, such training to include:

• Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development
• Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work
• Ensure mandatory training is up to date

Quality

The post-holder will strive to maintain quality within the Practice, and will:

• Alert other team members to issues of quality and risk
• Assess own performance and take accountability for own actions, either directly or under supervision
• Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance
• Work effectively with individuals in other agencies to meet patients needs
• Effectively manage own time, workload and resources

Communication

The post-holder should recognise the importance of effective communication within the team and will strive to:

• Communicate effectively with other team members
• Communicate effectively with patients and carers
• Recognise peoples needs for alternative methods of communication and respond accordingly

Person Specification

Skills

Essential

• Excellent attention to detail and accuracy
• Strong IT skills in Word, Teams, Excel, Outlook including proficient typing
• Effective management of workload (planning, organisation, priortisation, ensuring deadlines are met).
• Ability to work as a team member and autonomously, but aware of own limitations
• Excellent interpersonal skills
• Problem solving and analytical skills
• Ability to follow policy and procedure

Qualifications

Essential

• Educated to A level or equivalent
• GCSE Mathematics and English (C or above)

Desirable

• Business/Governance/HR Qualification
• RSA Typing/Word Processing Qualification

Experience

Essential

• Experience of working within a fast-paced professional office/organisation.
• Experience of preparing/writing formal papers/letters

Desirable

• Experience of working in a healthcare setting
• Good understanding of CQC and Governance requirements
• Good understanding of HR
• Good understanding of Health and Safety

Other Requirements

Essential

• Flexibility to work outside of core office hours
• Disclosure Barring Service (DBS) check

Personal Qualities

Essential

• Flexible and co-operative
• Motivated and proactive with can do approach to find solutions
• Forward thinker
• High level of integrity, loyalty and maintains confidentiality at all times
• Ability to work under pressure and remain calm

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

Drayton Medical Practice

Address

Maer Lane

Market Drayton

Shropshire

TF9 3AL

Employer's website

https://www.draytonmedicalpractice.nhs.uk/ (Opens in a new tab)