Job summary
We are looking for an enthusiastic and motivated individual to join our team for a period of maternity leave until 31st March 2025, working on a part time basis to take responsibility for all administration matters relating to SW Healthcare / Vertis Health workforce in conjunction with other members of the HR and Learning and Development team.
The role will be predominantly based from home, with a visit to the office at Crabbs Cross on a Tuesday to join with the rest of the HR and Learning and Development team.Interviews will take place on 18th and 19th July via Teams.
Main duties of the job
Key responsibilities include but are not limited to:
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
Coordinate recruitment process in conjunction with HR Assistant
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, ensure all return to works meetings / self-certification
absence forms and 121 meetings are downloaded and saved accordingly
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
act as first point of contact for all telephone calls received to the HR /
Learning and Development team
About us
About SW Healthcare /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 SW Healthcare / 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.
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