Job summary
To support the efficient management and operations of the site team, ensuring all administrative duties are performed effectively and to the required standard, meeting the objectives of the Site.
To provide support in the provision of a Human Resources service to TLCP. To take responsibility for specific areas of work within TLCP both Operationally and Human Resources related.
Main duties of the job
All TLCP staff are required to uphold high standards across equality, safety, confidentiality, quality improvement, professionalism and collaboration. This includes promoting Equality, Diversity & Inclusion; maintaining health, safety, fire and environmental standards; protecting patient confidentiality; contributing to continuous improvement; completing induction and mandatory training; working collaboratively; adhering to policies and service standards; ensuring site security; maintaining professional conduct; and taking entitled leave appropriately.
TLCP Operations & Human Resources Administrator Core Responsibilities
Human Resources
- Advertising roles and supporting job descriptions and person specifications
- Coordinating recruitment, interviews, offers, contracts, DBS checks, references and new starter checks
Communications
- Updating the TLCP website
- Managing social media and NHS Net responses
- Creating and editing staff and patient newsletters
- Supporting the Patient Participation Forum
Site Operations
- Overseeing site administration and supporting daily operations
- Line managing junior admin staff, appraisals, rotas and training
About us
The Lewisham Care Partnership (TLCP) is a patient-centred, values-driven GP partnership committed to delivering safe, high-quality care while fostering a supportive and inclusive workplace.
TLCP promotes a culture where equality, diversity and inclusion are embedded in everyday practice. Patients and staff are treated with dignity and respect, with equality of opportunity encouraged across recruitment, development and career progression.
The organisation places strong emphasis on safety, wellbeing and confidentiality, ensuring staff work in a secure environment and uphold high standards of data protection and patient privacy. Everyone shares responsibility for health and safety, security, and professional conduct.
TLCP values quality and continuous improvement, encouraging staff to suggest improvements, share good practice and contribute to better service delivery. Collaborative, multidisciplinary working is central to how teams operate, supported by clear communication.
Staff benefit from a structured induction programme, ongoing training and development, and access to learning opportunities that support career growth. TLCP also encourages a healthy work life balance and supports staff to take their full annual leave entitlement.
Overall, TLCP offers a professional, supportive and forward-thinking environment where staff are valued and encouraged to make a meaningful impact on patient care.
Job description
Job responsibilities
Primary Responsibilities TLCP Operations and Human Resources Administrator
The following are the core responsibilities of the TLCP Operations and Human Resources Administrator. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:
Human Resources tasks will include:
- Advertising posts.
- Assist in developing job descriptions and person specifications
- Arranging/conducting interview dates
- Obtaining CVs
- Sending out unsuccessful letters to applicants
- Offer letter of position including terms and conditions
- Assist manager in issuing of work contracts
- Organise and process DBS checks for new recruits and current staff as appropriate
- New starter checks e.g. obtaining bank details, P45, next of kin.
- References obtaining
- Coordination of Induction of new staff
- Organise exit interviews and assist if appropriate/required
- Arrange staff events- i.e. Christmas party
- Assist in creating new or updating existing HR policies
- Liaison with TLCP HR support provider in employment law
- Keeping up to date records on colleagues on HR Software
- Assist with HR reporting and data analysis as needed e.g. absence- holidays, sick leave, etc.
- Managing and recording staff mandatory training log
- Assisting line managers in the management of sickness absence.
- Assisting line managers in non-complex disciplinary cases
- Assisting managers in the early stages of the employee grievances
- To assist managers in handling disciplinary cases, including participation in the investigation of cases as allocated by the HR Manager. To participate in hearing first stage minor offence disciplinary cases in accordance with TLCP procedure.
- To assist with Managers to achieve a positive employee relations environment and to resolve issues constructively as requested
- Support HR initiatives and programs, such as employee engagement activities, performance management and training programs.
Communication :
The post-holder should recognize the importance of effective communication within the team and will be involved in:
- Updating our TLCP Website
- Responding to various social media platforms including NHS net comments
- Creation and editing of newsletter content and design for staff and patients
- Patient Participation Forum
Complaints :
- Be the first point of contact for individuals or their representatives wishing to raise a concern or complaint regarding a service.
- Acknowledge all complaints and categorise.
- Provide non-clinical advice to patients/service users or carers and be responsible for escalating a concern or complaint where patient safety appears to be at risk.
- Manage all individual complaints from initial contact to liaising with and advising clinicians and senior managers who are responsible for providing investigation and complaints responses.
- Input and maintain up to date comprehensive records including all complaints logging, recording of subjects, recommendations, outcomes and learning.
- Ensure that all cases are investigated within the time limits of the TLCP Complaints procedure to required standards
- Communicate verbally and in writing with complainants to discuss the management of their complaint and offer information on the process that will be followed
- Ensure that complainants are kept informed at all stages of the progress of their complaint including when changes or delays occur within the agreed timescale
- Liaise with all levels of staff across the organisation to ensure that complaints are handled speedily and effectively
- Contribute to learning lessons events so that actions can be implemented across the TLCP.
- Coordinate meetings between complainants and staff, chairing or taking notes where required
- Keep the website complaints pages up to date
- Undertake complainant satisfaction surveys, analyse and communicate the results, making recommendations for improvement where necessary
- Maintain an up to date knowledge of the NHS Complaints Regulations requirements
The site operation administration responsibilities include:
- Overseeing the administration and assisting with the operations of the site, ensuring staff achieve their primary responsibilities
- Line managing junior administrative staff, supporting staff development, providing guidance and direction, ensuring staff are up to date with mandatory training
- Completing staff appraisals as required in conjunction with the management team Identifying and delivering team training where required including mandatory training in conjunction with HR team
- Involvement in administration staff rotas
- Assist in developing, implementing and embedding efficient office processes and procedures to adhere to current and future legislation
- To assist the management team meet CQC requirements in preparation and visits
- Acting as a focal point for the Site ,managing requests from external organisations such as the local police, solicitors, DVLA and other agencies
- Coordinating the provision of temporary administrative and reception staff ensuring sufficient cover is provided for periods of leave and other staff absences
- Supporting the management team in premises management to ensure that the facilities are kept clean and functioning
- Updating the appointment system/rota to reflect leave and other approved absences
- Oversee clinical and non-clinical stocks management
- Support and manage any site based IT issues
- Maintain and develop an inventory of equipment held by the site
- Booking locums when required
- Assist the management team with the Significant Events process
Job description
Job responsibilities
Primary Responsibilities TLCP Operations and Human Resources Administrator
The following are the core responsibilities of the TLCP Operations and Human Resources Administrator. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:
Human Resources tasks will include:
- Advertising posts.
- Assist in developing job descriptions and person specifications
- Arranging/conducting interview dates
- Obtaining CVs
- Sending out unsuccessful letters to applicants
- Offer letter of position including terms and conditions
- Assist manager in issuing of work contracts
- Organise and process DBS checks for new recruits and current staff as appropriate
- New starter checks e.g. obtaining bank details, P45, next of kin.
- References obtaining
- Coordination of Induction of new staff
- Organise exit interviews and assist if appropriate/required
- Arrange staff events- i.e. Christmas party
- Assist in creating new or updating existing HR policies
- Liaison with TLCP HR support provider in employment law
- Keeping up to date records on colleagues on HR Software
- Assist with HR reporting and data analysis as needed e.g. absence- holidays, sick leave, etc.
- Managing and recording staff mandatory training log
- Assisting line managers in the management of sickness absence.
- Assisting line managers in non-complex disciplinary cases
- Assisting managers in the early stages of the employee grievances
- To assist managers in handling disciplinary cases, including participation in the investigation of cases as allocated by the HR Manager. To participate in hearing first stage minor offence disciplinary cases in accordance with TLCP procedure.
- To assist with Managers to achieve a positive employee relations environment and to resolve issues constructively as requested
- Support HR initiatives and programs, such as employee engagement activities, performance management and training programs.
Communication :
The post-holder should recognize the importance of effective communication within the team and will be involved in:
- Updating our TLCP Website
- Responding to various social media platforms including NHS net comments
- Creation and editing of newsletter content and design for staff and patients
- Patient Participation Forum
Complaints :
- Be the first point of contact for individuals or their representatives wishing to raise a concern or complaint regarding a service.
- Acknowledge all complaints and categorise.
- Provide non-clinical advice to patients/service users or carers and be responsible for escalating a concern or complaint where patient safety appears to be at risk.
- Manage all individual complaints from initial contact to liaising with and advising clinicians and senior managers who are responsible for providing investigation and complaints responses.
- Input and maintain up to date comprehensive records including all complaints logging, recording of subjects, recommendations, outcomes and learning.
- Ensure that all cases are investigated within the time limits of the TLCP Complaints procedure to required standards
- Communicate verbally and in writing with complainants to discuss the management of their complaint and offer information on the process that will be followed
- Ensure that complainants are kept informed at all stages of the progress of their complaint including when changes or delays occur within the agreed timescale
- Liaise with all levels of staff across the organisation to ensure that complaints are handled speedily and effectively
- Contribute to learning lessons events so that actions can be implemented across the TLCP.
- Coordinate meetings between complainants and staff, chairing or taking notes where required
- Keep the website complaints pages up to date
- Undertake complainant satisfaction surveys, analyse and communicate the results, making recommendations for improvement where necessary
- Maintain an up to date knowledge of the NHS Complaints Regulations requirements
The site operation administration responsibilities include:
- Overseeing the administration and assisting with the operations of the site, ensuring staff achieve their primary responsibilities
- Line managing junior administrative staff, supporting staff development, providing guidance and direction, ensuring staff are up to date with mandatory training
- Completing staff appraisals as required in conjunction with the management team Identifying and delivering team training where required including mandatory training in conjunction with HR team
- Involvement in administration staff rotas
- Assist in developing, implementing and embedding efficient office processes and procedures to adhere to current and future legislation
- To assist the management team meet CQC requirements in preparation and visits
- Acting as a focal point for the Site ,managing requests from external organisations such as the local police, solicitors, DVLA and other agencies
- Coordinating the provision of temporary administrative and reception staff ensuring sufficient cover is provided for periods of leave and other staff absences
- Supporting the management team in premises management to ensure that the facilities are kept clean and functioning
- Updating the appointment system/rota to reflect leave and other approved absences
- Oversee clinical and non-clinical stocks management
- Support and manage any site based IT issues
- Maintain and develop an inventory of equipment held by the site
- Booking locums when required
- Assist the management team with the Significant Events process
Person Specification
Skills
Essential
- Excellent communication skills (written and oral)
- Strong IT skills (generic)
- Clear, polite telephone manner
- Competent in the use of Office and Outlook
- Effective time management (planning and organising)
- Ability to work as a team member and autonomously
- Good interpersonal skills
- Problem solving and analytical skills
- Ability to follow policy and procedure
Desirable
- EMIS/System One/Vision user skills
Experience
Essential
- Experience of working with the general public
- Experience of administrative duties
- Experience of working in a healthcare setting
Desirable
- Experience of leading/managing a team
- Experience of providing appraisal writing and staff development
Qualifications
Essential
- GCSE English (C or above) and at least three others
Desirable
- Educated to A-level/equivalent or higher, with relevant experience
- AMSPAR qualification
- NVQ Level 2 in Health and Social Care
- Leadership and/or management qualification
Personal Qualities
Essential
- Polite and confident
- Flexible and cooperative
- Motivated
- Initiative and judgement (knowing when to ask for help)
- Forward thinker
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
Other Requirements
Essential
- Flexibility to work outside of core office hours
- Disclosure Barring Service (DBS) check
- Maintain confidentiality at all times
Person Specification
Skills
Essential
- Excellent communication skills (written and oral)
- Strong IT skills (generic)
- Clear, polite telephone manner
- Competent in the use of Office and Outlook
- Effective time management (planning and organising)
- Ability to work as a team member and autonomously
- Good interpersonal skills
- Problem solving and analytical skills
- Ability to follow policy and procedure
Desirable
- EMIS/System One/Vision user skills
Experience
Essential
- Experience of working with the general public
- Experience of administrative duties
- Experience of working in a healthcare setting
Desirable
- Experience of leading/managing a team
- Experience of providing appraisal writing and staff development
Qualifications
Essential
- GCSE English (C or above) and at least three others
Desirable
- Educated to A-level/equivalent or higher, with relevant experience
- AMSPAR qualification
- NVQ Level 2 in Health and Social Care
- Leadership and/or management qualification
Personal Qualities
Essential
- Polite and confident
- Flexible and cooperative
- Motivated
- Initiative and judgement (knowing when to ask for help)
- Forward thinker
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
Other Requirements
Essential
- Flexibility to work outside of core office hours
- Disclosure Barring Service (DBS) check
- Maintain confidentiality at all times
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.
