HR Administrator (Fixed Term Maternity Cover)

Job description

Job responsibilities

The HR Administrator will play a critical role in managing and supporting the administrative aspects of our HR function, This position requires a detail-oriented individual who can manage the HR documentation and processes efficiently. As an HR Administrator, you will provide comprehensive administrative support across the HR Department, handling a variety of responsibilities across the employee lifecycle.

We are looking for someone with a positive, proactive attitude, excellent communication skills, and a commitment to delivering high-quality service while ensuring compliance. You should be comfortable working to tight deadlines, motivated to drive improvements, and eager to streamline processes. Additionally, you will be expected to uphold our core Values: Quality, Kindness, Integrity, Community, and Development.

Collaboration is a key aspect of this role you will work closely with the HR team and colleagues across the organisation. A friendly and professional approach, along with a genuine enjoyment of personal interaction, will be essential to your success.

1. KEY TASKS AND RESPONSIBILITIES

Recruitment and Onboarding Responsibilities:

To provide administrative support to the HR Team and relevant Line Managers for all recruitment and onboarding of new employees into the organisation, offering an excellent candidate and line manager experience.

Recruitment:

To provide administrative support with the process of recruitment, including:

Advertising vacancies on various platforms.

Managing the recruitment inbox and being responsible for the applications received and liaise candidates, the HR Advisor and Line Manager accordingly.

Maintaining recruitment records throughout the onboarding process.

Offering recruitment advise and suggestions for improvement to the Head of HR.

Onboarding and New Starters:

Managing end to end onboarding process, including:

- pre-employment checks processing DBS, obtaining references and Occupational Health reports, sharing liaising with line managers.

- producing and sending all contractual paperwork to employees.

- actively liaising with potential new starters to ensure that all paperwork and applications are completed promptly and in accordance with Shropdoc policies and standards of operations.

- liaising with line managers to ensure they are aware of progress of the onboarding process relevant to their new starters.

- preparing new employee welcome packs and ID badge ahead of the agreed start date.

- maintaining onboarding tracker and employee les, ensuring all documents and comms are recorded and saved in an approved format.

Corporate Induction:

Support with the planning, coordination and running of the Corporate Induction event on a quarterly basis.

Training and Development:

Coordinating HR related training programmes, workshops and seminars to include:

annual auditing of CPR certicates expiry, utilising Bluestream and PowerBi data

liaising with our external provider and line managers to ensure staff availability.

setting up of the training room.

maintaining training records by saving and distributing certificates.

collating and analysing training feedback.

updating and maintaining Bluestream Training Software and RotaMaster (where relevant) to ensure up to date compliance records.

Compliance Responsibilities:

Auditing and processing DBS renewals and Update Service checks and NMC pins (both digitally and manually), maintaining correct records on Rotamaster and DBS auditing spreadsheet.

Conducting Right to work checks (both digitally and manually) as part of pre- employment and onboarding process.

Processing Driving License renewals and conducting DVLA License Checks.

Ensuring that employees statutory training is completed, liaising with the Line Managers and Head of HR regarding compliance rates etc.

Systems Administration:

To provide support with various organisational software systems, liaising with the relevant key stakeholders accordingly.

General Responsibilities:

Providing general administration and efficient support as required, e.g. answering emails and telephone calls, taking messages, typing and sending letters and note taking, typing minutes, scanning and ling documentation etc.

Management of Human Resources and recruitment Microsoft Inbox.

Supporting internal and external queries for the HR department. Providing daily support and advise to managers and colleagues across the business.

Overseeing Bluestream training platform, providing Bluestream statutory and mandatory compliance reports, updating Bluestream records and assisting with any Bluestream related queries from line managers and colleagues

Raising HR Budget-related Sage Intacct Invoices and liaising with nance team accordingly.

Providing support with any PowerBI queries and liaising with the BI team as required.

Maintaining accurate and up-to-date employee records in line with GDPR and UK employment law.

Ensuring all documents, including contracts, job descriptions are current and accessible.

Maintaining and auditing data across all HR related databases.

Assisting the Head of HR and other HR colleagues with project work as determined on an ad hoc basis.

Offering cross cover and support HR colleagues in times of absence and highworkload.

Making recommendations for improvements in processes and practices. Actively offering suggestions for improvements relating to all of the above processes and practices.

Offering professionalism, condentiality and compliance of all written and verbal communication, whilst maintaining effective ow between internal and external customers and stakeholders, organizing and disseminating information from a variety of sources.

Being an advocate of our Values Quality, Kindness, Integrity, Community and Development.

Person Specification

Personal Attributes

Essential

• - Excellent verbal and written communication skills, and able to adapt style to various stakeholders.
• - Inuencing, persuading, coaching and negotiating skills.
• - Problem solving, pro-active and able to think on feed and react to changing situations.
• - High accuracy and attention to detail.
• - Have experience of working in a exible and positive manner, being adaptable to changing working patterns.
• - Friendly and approachable.
• - Willingness to accept responsibility.
• - Calm disposition with the ability to put colleagues at ease.

Desirable

• - Creative approach to problem solving.
• - Have well developed inter-personal skills, working independently and as part of a team, and collaborating with others.

Experience

Essential

• - All round experience of working in a busy office environment. Have demonstratable administration and organisational skills.
• - Demonstratable experience of working with onboarding and recruitment processes.
• - Must have excellent ICT skills with working knowledge of Microsoft applications (Word, excel, email and other applications) and bespoke software.
• - Understands the need for strict confidentiality and the need to follow internal policies and procedures.
• - Pro-active team player.

Desirable

• - Experience of working in a customer service role would be an advantage.
• - Knowledge and understanding of information governance and Data Protection.
• - Understanding and knowledge of employment law and HR best practice would be an advantage.
• - Experience of contributing to meetings.

Qualifications

Essential

• - A good standard of education.

Desirable

• - Certicate in Personnel Practice (CPP).
• - CIPD Level 3 or equivalent experience.
• - IT qualification (ECDL or equivalent) or equivalent experience.

Other

Essential

• - Commitment to the core values of Shropdoc.

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

Shropshire Doctors Co-operative Limited ‘Shropdoc’

Address

Unit A

3 Longbow Close

Shrewsbury

Shropshire

SY1 3GZ

Employer's website

https://shropdoc.org.uk (Opens in a new tab)