Workforce Administrator

Job description

Job responsibilities

Job Description

Job Title: Workforce Administrator

Contract Type: 20 hours per week, Fixed Term Contract to 31st March 2025 (maternity cover)

Location: Crabbs Cross, Redditch / Remote

Reports to: Head of HR and Learning and Development

Salary: Band 3

About Vertis Health

Were a federation of GP surgeries and PCNs in Worcestershire, serving over 600,000 NHS patients through a variety of local services. Our community of GPs are our stakeholders, meaning were powered by the community weve created - and our goal is to find ways to make it easier for them to spend less time and money on administrative workload, and more time with their patients.

Our GP surgeries remain independent, while keeping the benefits of being part of a larger organisation - and we exist to protect the interests of our members through advocacy, business support, and revenue generation.

Were ambitious about growth in our network - and so, our diversified services help our PCNs to reinvest in vital local healthcare initiatives, providing a sustainable future for their communities in the long term.

Equal Opportunities

At Vertis Health we want to build a diverse workplace, and so and encourage women, people of colour, LGBTQIA individuals, people with disabilities, members of ethnic minorities, foreign-born residents, older members of society, and others from minority groups and diverse backgrounds to apply.

We do not discriminate on the basis of race, gender, religion, colour, national origin, sexual orientation, age, marital status, veteran status, or disability status. All Vertis employees and contractors are responsible for maintaining a work culture free from discrimination and harassment by treating others with kindness and respect.

Job Purpose

The Workforce Administrator will be responsible for administration matters relating to the Vertis Health /SW Healthcare workforce in conjunction with other members of the HR and Learning and Development Team.

Key Internal Stakeholders

Head of HR and Learning and Development

HR Team

ARRS Staff

PCN Managers / Operations Managers

Heads of Departments, SWHC Core

Key Responsibilities

General

To update annual leave entitlements annually on TeamNet for all staff

Process Holiday Flex applications annually

To set up all new starters on the appropriate TeamNet

Monitoring vacancy requests, selecting appropriate job description and person specification from internal library and publishing them on various jobs boards

Downloading applications and emailing them to relevant Hiring Manager

Reject candidates via jobs boards as necessary once shortlisted is provided

Setting up calendar invitations for interviews, emailing interview panel and candidates with the interview details

To track milestone events (birthdays/ births/deaths/weddings etc) and liaise with Line Manager to ensure appropriate gift is sent in line with HR policy

On a weekly basis, review the various compliance trackers and ensure 100% compliance. Where necessary, send out appropriate documentation / requests for updated information to be supplied by staff

On a weekly basis, ensure all return to works meetings / self-certification absence forms and 121 meetings are downloaded and saved to the relevant employee file and where necessary, trackers updated

Conduct monthly spot checks on compliance trackers managed by users not on full HR service package and report gaps in compliance using pro forma template

Supporting the HR team with onboarding new starters, setting up employee files and updating trackers and staff list

Producing acceptance of resignation letter for employee and associated payroll leaver form for Finance

Create contract or staff amendment forms and ensure Finance receive in a timely manner

To distribute ad hoc communications to workforce and track and record responses as necessary

To support in the assigning of tasks / enquiries that are received to the generic HR / Learning and Development email boxes

To act as first point of contact for all telephone calls received to the HR / Learning and Development team

To undertake any other tasks as directed by the Head of HR and Learning and Development and / or HR Team Leader

PCN / Departments Stakeholder engagement

To share details to Line Managers and other key stakeholders of workshops being run by the HR team to upskill them / share information

To liaise with Line Managers setting up probation reviews and obtaining stakeholder feedback

To assist Line Managers with the scheduling of the annual appraisals

To liaise with Clinical Lead regarding new staff wishing to engage on a self employed basis and then once OK given to proceed, pass to Operations team to process

Annual leave reconciliation exercise for the purposes of the Company Year End Accounts in conjunction with the Head of Finance

To conduct payroll checks and sickness absence reviews, reporting when Welfare Meetings are required

PrimaryAccountabilities

Maintaining an upbeat and calm demeanour, remaining professional at all times

Supporting colleagues to enjoy their work and view their wellbeing as important

Championing good communication, equality and diversityand best practice

Autonomously undertaking and maintaining your own CPD and supporting positive learning attitudes

Location

This position will be a hybrid role based at 38 Kenilworth Close, Crabbs Cross, Redditch, B97 5HX and will also include working from home.

This job description may be reviewed in light of changing organisational and service needs. Any changes will be thoroughly discussed with the post-holder. The post-holder may also be required to carry out other work appropriate to the gradeof the post.

Person Specification

Qualifications

Desirable

• CIPD level 3 qualification / equivalent knowledge

Experience

Essential

• Experience of interrogating databases to extract relevant information to share with key stakeholders as necessary
• Experience of following Standard Operating Procedures to complete internal processes
• Experience of HR processes and the employee lifecycle

Desirable

• NHS experience
• Experience of monitoring compliance for CQC purposes

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

SW Healthcare

Address

38 Kenilworth Close

Redditch

Worcestershire

B97 5JX

Employer's website

http://www.swhealthcare.org.uk (Opens in a new tab)