Workforce Administrator

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

About Vertis Health

We’re 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 we’re powered by the community we’ve 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.

We’re 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

Primary Accountabilities

• 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 diversity and 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 grade of the post.

Location(s)

Crabbs Cross Surgery
Kenilworth Close
Redditch
Worcestershire
B97 5JX

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.