HR Administrator

The responsibilities of an HR Administrator will vary depending on the size, structure and needs of the practice and may include:

Recruitment and Onboarding

• Supporting recruitment processes, including preparing and advertising vacancies, coordinating applications and arranging interviews.
• Preparing recruitment and onboarding documentation.
• Supporting pre-employment checks, including right to work, references, qualifications and Disclosure and Barring Service (DBS) checks where required.
• Coordinating induction arrangements for new members of staff.
• Supporting new starters to ensure they have the necessary documentation and access to relevant practice systems.

Employee Records Management

• Maintaining accurate, secure and confidential personnel records.
• Maintaining records relating to employment contracts, qualifications, training, appraisals and other employment documentation.
• Ensuring staff information is updated when employment details change.
• Managing HR information in accordance with data protection requirements and practice policies.

Payroll and Pensions Administration

• Providing accurate information to the practice’s payroll function or payroll provider relating to new starters, leavers and changes to employment.
  • Processing relevant information relating to salary changes, overtime and other payments, where appropriate.
  • Supporting the administration of workplace pensions, including the NHS Pension Scheme where relevant to the practice.
  • Responding to routine payroll and pension administration queries and escalating more complex queries appropriately.

Absence and Leave Administration

• Maintaining accurate records of annual leave, sickness absence and other types of leave.
  • Supporting managers with the administration of absence processes in accordance with practice policies.
  • Coordinating documentation relating to return-to-work meetings and longer-term absence.
  • Providing staff with information about relevant absence and leave policies and processes.

HR Policies and Employment Processes

• Supporting the maintenance and communication of HR policies and procedures.
  • Helping to ensure employment documentation and HR processes reflect current practice policies and relevant employment requirements.
  • Providing administrative support for formal HR processes such as grievances, disciplinary procedures and capability processes.
  • Maintaining appropriate documentation and confidentiality throughout HR processes.
  • Referring matters requiring specialist HR or employment advice to the appropriate manager or HR professional.

Appraisal and Performance Processes

• Coordinating staff appraisal and performance review arrangements.
  • Maintaining appraisal and development documentation.
  • Supporting managers with the administration of performance and development processes.
  • Maintaining records of agreed learning and development objectives.

Training and Development

• Coordinating staff training and maintaining accurate training records.
  • Monitoring completion and renewal dates for statutory, mandatory and role-specific training.
  • Supporting managers to identify and coordinate learning and development opportunities.
  • Maintaining appropriate records of continuing professional development (CPD), where required.

Staff Wellbeing and Engagement

Acting as a point of contact for routine HR queries and directing staff to the appropriate manager or service where further support or advice is required.

Supporting staff wellbeing and engagement initiatives.

• Providing staff with information about available wellbeing resources and support.

HR Administrators should work within their level of competence and follow practice policies, procedures and agreed processes. Complex employment matters or those requiring specialist HR or legal advice should be escalated to an appropriately experienced manager, HR professional or external adviser.