HR Assistant

NHS Jobs; Greater London; On-site; GBP 26,000 - 36,000; Full time

Job summary

NHS Jobs in London is seeking an HR Administrator to be the first point of contact for employees and managers, handling enquiries and providing standard information on HR policies and procedures.

You will manage confidential information with discretion, monitor the HR inbox, and coordinate recruitment and onboarding activities to ensure a smooth process. You will maintain accurate records across HR systems and support compliance with UK GDPR.

Responsibilities

• Handle routine HR inquiries from employees and managers with tact and discretion.
• Input data into HR systems and monitor the HR inbox to ensure timely replies.

Job description

1. 1. Acting as the HR Teams first point of contact for employees and managers, dealing with general enquiries and providing standard information on a range of HR policies and procedures
2. 2. Communicating sensitive and confidential information in person, by telephone and in writing using tact, discretion and sensitivity.
3. 3. Ensuring a professional service is delivered timely and consistently with information being accurately relayed to the appropriate person.
4. 4. Monitoring the HR inbox and dealing with the queries in a timely manner or forwarding/informing the relevant department/person.
5. 5. Directing queries, both employees and managers accordingly where more complex advice is needed.
6. 6. Liaising and communicating effectively with all colleagues within the organisation as well as external networks and providers.
7. 7. Inputting data onto the necessary computer systems, primarily; Blue Stream Academy Training, Bright HR absence management and Recruitment portals.
8. 8. Undertaking a full range of pre-employment checks for all successful candidates in line with the appropriate policies and procedures, whilst ensuring accurate records are maintained.
   • a. Undertaking identity and right-to-work checks as separate checks, in line with current requirements, applicable NHS Employment Check Standards and organisational procedures.
   • b. Coordinating occupational health clearance, recording confirmation of clearance and referring any issues to the HR & Office Manager for appropriate advice.
   • c. Checking employment history, obtaining and chasing references, and referring gaps or discrepancies to the Recruiting Manager.
   • d. Verifying relevant qualifications and checking candidates' current professional registration with the appropriate regulatory body, reporting any discrepancies to the Recruiting Manager.
   • e. Coordinating DBS applications at the appropriate level for the role, countersigning only where authorised, and arranging repeat checks and Update Service checks where applicable in accordance with organisational policy. Following up outstanding information and promptly referring concerns to the Recruiting Manager and/or HR & Office Manager.
9. 9. Coordinating the recruitment process including posting job ads, organising job interviews and fully onboarding the chosen candidate(s).
10. 10. Maintaining compliance databases and monitoring professional registration renewal dates, mandatory training due dates and DBS recheck dates required by organisational policy; monitoring time-limited right-to-work permissions and arranging required follow-up checks; and promptly escalating outstanding checks or concerns to the HR & Office Manager.
11. 11. Liaising with Lead GPs and updating them on relevant recruitment progress, annual leave requests and appraisal arrangements for employees within the agreed scope of the HR service, sharing information, only as authorised and necessary.
12. 12. Booking venues for training, seminars and other events, ordering refreshments for training sessions and ensuring that the training materials are fully prepared and available for the sessions in a timely manner.
13. 13. Sharing responsibility with other departmental administrators for maintenance and safe use of office equipment, such as photocopiers, ensuring the supply of necessary materials and calling maintenance engineers when necessary.
14. 14. Complying with UK GDPR, the Data Protection Act 2018 and organisational policies when handling patient and employee information, maintaining secure and accurate records, sharing information only where authorised and necessary, and promptly reporting suspected data breaches through the appropriate procedure.
15. 15. Dealing with routine enquiries within the role's authority and promptly referring complaints or matters requiring investigation or a management decision to the responsible person, seeking guidance from the HR & Office Manager where appropriate and ensuring matters are not unnecessarily delayed.
16. 16. Keeping an accurate, detailed log of complaints, compliments and comments received by the HR team, where required, recording referrals and following up administrative actions without taking responsibility for investigation or resolution.
17. 17. Undertaking additional duties appropriate to the role and level of responsibility, as agreed with the HR & Office Manager.
18. 18. Taking ownership for ongoing personal development through participation in appraisal and supervision.
19. 19. Preparing offer letters, employment contracts, contractual change letters and other routine HR correspondence using approved templates, obtaining the necessary authorisation before issue and monitoring the return of signed documents.
20. 20. Maintaining accurate and up-to-date personnel files and HR system records, storing documents securely and retaining or disposing of them in accordance with the organisation's retention policy.
21. 21. Collating and checking authorised payroll information, including starters, leavers and changes to pay or working hours, and submitting it to the relevant payroll contact within agreed deadlines.
22. 22. Maintaining sickness absence and leave records, assisting with annual leave calculations and providing managers with reminders about outstanding documentation or review dates.
23. 23. Monitoring probation review dates and fixed‑term contract end dates, prompting managers to complete reviews and confirm decisions in sufficient time, and preparing authorised correspondence.
24. 24. Coordinating leaver administration, including notifying payroll and relevant colleagues, updating records, arranging exit questionnaires or interviews, and liaising over the return of equipment and removal of system access.
25. 25. Producing routine HR reports and supporting personnel file audits, compliance reviews and requests for workforce information, referring discrepancies to the HR & Office Manager.
26. 26. Coordinating induction arrangements, monitoring completion of mandatory training and appraisals, and following up outstanding actions with employees and managers.As an employee of the organisation, the postholder may be asked to move within their service area in response to service needs. This job description gives a general outline of the post and is not an exhaustive list of duties. The postholder may be required to undertake other duties appropriate to the role and level of responsibility. The job description will be reviewed regularly and any changes will be discussed with the postholder. The postholder is expected to comply with all relevant organisation policies, procedures and guidelines, including those relating to Equal Opportunities, Health and Safety and Confidentiality of Information.