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:
Toupdate annual leave entitlements annually on TeamNet for all staff
ProcessHoliday Flex applications annually
Toset up all new starters on the appropriate TeamNet
Coordinate recruitment process in conjunction with HR Assistant
Totrack milestone events (birthdays/ births/deaths/weddings etc) and liaise withLine Manager to ensure appropriate gift is sent in line with HR policy
Ona weekly basis, ensure all return to works meetings / self-certificationabsence forms and 121 meetings are downloaded and saved accordingly
Conductmonthly spot checks on compliance trackers managed by users not on full HRservice package and report gaps in compliance using pro forma template
Supportingthe HR team with onboarding new starters, setting up employee files andupdating trackers and staff list
Producingacceptance of resignation letter for employee and associated payroll leaverform for Finance
Createcontract or staff amendment forms and ensure Finance receive in a timely manner
To distributead hoc communications to workforce and track and record responses as necessary
Toact 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 GPsurgeries and PCNs in Worcestershire, serving over 600,000 NHS patients througha variety of local services. Our community of GPs are our stakeholders, meaningwere powered by the community weve created - and our goal is to find ways to makeit easier for them to spend less time and money on administrative workload, andmore time with their patients.
Our GP surgeries remainindependent, 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 aboutgrowth in our network - and so, our diversified services help our PCNs toreinvest in vital local healthcare initiatives, providing a sustainable futurefor their communities in the long term.
Equal Opportunities
At SW Healthcare / Vertis Health we want to build a diverse workplace, andso and encourage women, people of colour, LGBTQIA individuals, people withdisabilities, members of ethnic minorities, foreign-born residents, oldermembers of society, and others from minority groups and diverse backgrounds toapply.
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
JobDescription
Job Title: Workforce Administrator
Contract Type: 20 hours per week, Fixed Term Contract to 31stMarch 2025 (maternity cover)
Location: Crabbs Cross, Redditch / Remote
Reportsto: Head of HR and Learning and Development
Salary: Band 3
AboutVertis Health
Were a federation of GPsurgeries and PCNs in Worcestershire, serving over 600,000 NHS patients througha variety of local services. Our community of GPs are our stakeholders, meaningwere powered by the community weve created - and our goal is to find ways to makeit easier for them to spend less time and money on administrative workload, andmore time with their patients.
Our GP surgeries remainindependent, 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 aboutgrowth in our network - and so, our diversified services help our PCNs toreinvest in vital local healthcare initiatives, providing a sustainable futurefor their communities in the long term.
Equal Opportunities
At Vertis Health we want to build a diverse workplace, andso and encourage women, people of colour, LGBTQIA individuals, people withdisabilities, members of ethnic minorities, foreign-born residents, oldermembers of society, and others from minority groups and diverse backgrounds toapply.
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 areresponsible for maintaining a work culture free from discrimination andharassment by treating others with kindness and respect.
JobPurpose
TheWorkforce Administratorwill be responsible for administration matters relating to the Vertis Health/SW Healthcare workforce in conjunction with other members of the HR andLearning and Development Team.
Key Internal Stakeholders
Headof HR and Learning and Development
HRTeam
ARRSStaff
PCNManagers / Operations Managers
Headsof Departments, SWHC Core
KeyResponsibilities
General
Toupdate annual leave entitlements annually on TeamNet for all staff
ProcessHoliday Flex applications annually
Toset up all new starters on the appropriate TeamNet
Monitoringvacancy requests, selecting appropriate job description and personspecification from internal library and publishing them on various jobs boards
Downloadingapplications and emailing them to relevant Hiring Manager
Rejectcandidates via jobs boards as necessary once shortlisted is provided
Settingup calendar invitations for interviews, emailing interview panel and candidateswith the interview details
Totrack milestone events (birthdays/ births/deaths/weddings etc) and liaise withLine Manager to ensure appropriate gift is sent in line with HR policy
Ona weekly basis, review the various compliance trackers and ensure 100%compliance. Where necessary, send outappropriate documentation / requests for updated information to be supplied bystaff
Ona weekly basis, ensure all return to works meetings / self-certificationabsence forms and 121 meetings are downloaded and saved to the relevant employeefile and where necessary, trackers updated
Conductmonthly spot checks on compliance trackers managed by users not on full HRservice package and report gaps in compliance using pro forma template
Supportingthe HR team with onboarding new starters, setting up employee files andupdating trackers and staff list
Producingacceptance of resignation letter for employee and associated payroll leaverform for Finance
Createcontract or staff amendment forms and ensure Finance receive in a timely manner
To distributead hoc communications to workforce and track and record responses as necessary
Tosupport in the assigning of tasks / enquiries that are received to the genericHR / Learning and Development email boxes
Toact as first point of contact for all telephone calls received to the HR /Learning and Development team
Toundertake any other tasks as directed by the Head of HR and Learning andDevelopment and / or HR Team Leader
PCN/ Departments Stakeholder engagement
Toshare details to Line Managers and other key stakeholders of workshops beingrun by the HR team to upskill them / share information
Toliaise with Line Managers setting up probation reviews and obtainingstakeholder feedback
Toassist Line Managers with the scheduling of the annual appraisals
Toliaise with Clinical Lead regarding new staff wishing to engage on a selfemployed basis and then once OK given to proceed, pass to Operations team toprocess
Annualleave reconciliation exercise for the purposes of the Company Year End Accountsin conjunction with the Head of Finance
Toconduct payroll checks and sickness absence reviews, reporting when WelfareMeetings are required
PrimaryAccountabilities
Maintaining an upbeat and calm demeanour,remaining professional at all times
Supportingcolleagues to enjoy their work and view their wellbeing as important
Championing goodcommunication, equality and diversityand best practice
Autonomously undertakingand maintaining your own CPD and supporting positive learning attitudes
Location
Thisposition will be a hybrid role based at 38 Kenilworth Close, Crabbs Cross,Redditch, B97 5HX and will also include working from home.
Thisjob description may be reviewed in light of changing organisational and serviceneeds. Any changes will be thoroughly discussed with the post-holder. The post-holdermay also be required to carry out other work appropriate to the gradeofthe post.
Person Specification
Qualifications
Desirable
1. CIPD level 3 qualification / equivalent knowledge
Experience
Essential
2. Experience of interrogating databases to extract relevant information to share with key stakeholders as necessary
3. Experience of following Standard Operating Procedures to complete internal processes
4. Experience of HR processes and the employee lifecycle
Desirable
5. NHS experience
6. Experience of monitoring compliance for CQC purposes