Assistant Medical HR Advisor

Assistant Medical HR Advisor

Job Summary

The post holder will support the Medical HR Teams with the provision of a comprehensive and high-quality HR administrative service to Trust managers and staff. They will support the teams to deliver workforce objectives, whilst providing admin support for the wider HR Operations Team, including the HR Advisory Team when required.

Location: Kingston & Teddington & 2 days WFH

Job Type: Temporary

Duration of booking: Expected to last 6 months with possible extension.

Proposed start date: ASAP

Pay Rates: Up to £15.50 per hour Umbrella or £14.00 per hour PAYE inclusive of holiday pay

Hours / Working Days: 37.5 hours per week / Monday to Friday, 9am – 5pm

Sector: Healthcare

Based: Office / Hospital

Skills /Abilities Knowledge

Active Associate CIPD membership

Level 3 CIPD qualification or equivalent relevant experience

Sufficient recent experience in a Generalist HR Admin capacity

Experience of using HR databases to record and access information

Experience in guiding managers on policies and procedures

Experience in providing admin support and minute taking

Experience of working within an HR function in the NHS

Experience of handling employee relations issues at early stages e.g. Grievance, Disciplinary etc.

HR Office systems and practice

Good understanding of HR policies & procedures

Good understanding of recruitment and selection processes

Agenda for Change Terms and Conditions

Medical & Dental Terms and Conditions

Up to date knowledge of employment law

Knowledge/ experience with ESR

KEY RESPONSIBILITIES/OUTCOMES:

Operational Support

Manage appropriate shared mailboxes, ensuring that all emails are responded to in a timely manner and documents are filed electronically in the correct place and appropriately named.

Deal with and advise on a range of queries from Trust managers and employees on policies and procedures and refer unresolved queries to the Senior HR and Medical HR advisors.

Provide consistent, accurate information to managers on all terms and conditions including Agenda for Change and HR policies in line with best practice

Assist the Senior HR and Medical HR Advisors with the delivery of training to line managers.

Carry out exit and retention questionnaires in a timely manner, ensuring all leavers and new starters are targeted at the right time. To escalate to senior members of the HR Operations Teams when a further investigation is required based on the feedback provided.

Advise on job descriptions and associated grading/banding issues and assist in arranging Job Evaluations panels.

Provide admin support, including minute taking for external and internal meetings as required to support HR teams.

Ensure all computerised personal records are maintained in a satisfactory manner, i.e. processed fairly and lawfully, are up-to-date, accurate secure, and appropriate controls are put in place in order to ensure compliance with the Data Protection Act 2018.

Produce information such as certificates of employment and basic employment reference details upon request.

To be aware of current recruitment activity and update the ER Manager as required

To action in a timely manner all requests including maternity, paternity, adoption and shared parental leave and e-mail to the Payroll Department for processing.

Assist the Operational HR Managers in arranging HR training sessions, mediation meetings and policy working groups.

Assists with co-ordinating Subject Access Requests and Freedom of Information requests, ensuring compliance with and adherence to timescales.

Provide information and administrative support as required by the AskHR and Medical HR teams.

Employee Relations Support

Assist the Ask HR team members with employee relations cases and other such procedures, when appropriate including arranging meetings / hearings.

To update ESR and ER Tracker in a timely manner in relation to all employee relations cases to enable accurate reports to be run.

Medical HR Support

To support the work with the Workforce Information team in extracting and maintaining various reports such as medical workforce, fixed term end dates, new starters etc. Also support the maintenance database with regards to additional payments and recruitment activity and submit regular report as prescribed by the Medical HR Manager.

To provide support for the recruitment campaigns of Medical & Dental staff and the associated offer letters, pre-employment checks, issuing of contracts and generic work schedules as appropriate.

To assist in the administration of junior doctor’s rotations – including the issuing of certificates of employment, IT accounts, exception reporting logins and anything deemed commensurate to the grade. Attending/ supporting the Medical HR team on Doctors Induction & Junior Doctor’s Forum as and when required.

Provide support for the issuing and renewal of Honorary contracts ensuring that all required pre-employment checks and processes have taken place, including a mechanism for monitoring those contracts that have been issued or near to expiry.

Ensure to adhere to the ESR Standard Operating Procedures and that all payroll/ESR inputting is done accurately and timely by the payroll deadlines each month.

Ensure all payroll documentation e.g. joining forms, change and leavers forms are coded and submitted for entry onto ESR in an accurate and timely manner.

Post-Employment checks

Produce reports on post-employment checks and other HR reports including probation period, fixed term contract, professional registration expiry, visa expiry and sickness absence data.

Provide reports and commentary to managers to take action and escalate where required.

Update ESR in relation to professional registrations e.g. NMC, HPC, and ensure managers are aware of any employee who does not have up to date registration.

Liaise with external organisations such as Criminal Records Bureau, Home Office, Professional Bodies, and internal departments including payroll, finance, Occupational Health etc., as appropriate.

Process the rolling regular organisation-wide DBS updates for relevant staff groups.

Produce regular HR KPI reports and communicate to managers, updating performance on Statuary and Mandatory Training, Appraisal and Personal Development etc