HR & Systems Administrator

Keston and Moorings Medical Practice; City Of London; On-site; GBP 25,000 - 35,000; Full time

Job summary

A healthcare organization in the City Of London is seeking an HR Administrator to manage employee records, assist with recruitment, and support end-to-end HR processes. The ideal candidate should have a CIPD Level 3 Certificate, strong IT skills, and a proactive attitude. This role entails maintaining HR systems and ensuring compliance with relevant laws while fostering positive internal relationships.

Qualifications

• Previous experience in an administrative or HR support role.
• Strong IT and systems skills, particularly with HRIS platforms.
• Maintain confidentiality at all times.

Responsibilities

• Support HR operations across multiple practices.
• Manage employee records and ensure compliance with GDPR.
• Assist with recruitment and onboarding processes.

Skills

Attention to detail

Excellent communication skills

Flexibility

Interpersonal skills

Education

CIPD Level 3 Certificate in Personnel Practice

Educated to GCSE standard

Tools

People HR

Excel

Job description

To providecomprehensive HR administrative support across the entire employee lifecycleand ensure the effective management of HR systems, digital platforms andworkforce data. The postholder will play a key role in maintaining accuraterecords, supporting recruitment and onboarding, and assisting with theimplementation and improvement of digital HR processes across all Bourne Healthsites.

Main duties of the job

HRAdministration

• Support the HR Manager with day-to-day HR operations across multiple practicesites.
• Manage and maintain accurate employee records on HR systems, ensuringcompliance with GDPR and employment law.
• Assist with end-to-end recruitment administration, including advertisingroles, shortlisting, coordinating interviews, issuing offer letters andcontracts.
• Coordinate onboarding and induction for new starters.
• Ensure the starters checklist has been fully actioned, including checksfor right to work, DBS and references and our internal operational starterstasks.
• Support leavers processes, including response to resignations, exitinterviews and record updates on the People HR platform.
• Maintain HR policies and procedures, ensuring they are up to date andaccessible.
• Supportmanagers in preparing for appraisals using our defined appraisal process andtools.
• Regularchecking of key HR processes such as absence, probation reviews, appraisals,and training compliance.
• Assist with the administration of payroll changes, sickness absencereporting, and employee benefits.
• Set andact on reminders for updates to policies, upcoming probationary reviews,appraisals etc
• Supportthe HR Manager with tasks related to TUPE
• Regularly monitor the HR and Recruitment inboxes to identify, prioritise, and respond to incoming correspondence, escalating matters to relevant team members as required.

About us

Bourne Health is the largest primary care provider in South West London, serving diverse communities across multiple GP surgeries. We are committed to delivering high-quality, patient-centred care, underpinned by innovation, community engagement, and operational excellence.

Job responsibilities

KeyResponsibilities:

HRAdministration

Support the HR Manager with day-to-day HR operations across multiple practicesites.

Manage and maintain accurate employee records on HR systems, ensuringcompliance with GDPR and employment law.

Assist with end-to-end recruitment administration, including advertisingroles, shortlisting, coordinating interviews, issuing offer letters andcontracts.

Coordinate onboarding and induction for new starters.

Ensure the starters checklist has been fully actioned, including checksfor right to work, DBS and references and our internal operational starterstasks.

Support leavers processes, including response to resignations, exitinterviews and record updates on the People HR platform.

Maintain HR policies and procedures, ensuring they are up to date andaccessible.

Supportmanagers in preparing for appraisals using our defined appraisal process andtools.

Regularchecking of key HR processes such as absence, probation reviews, appraisals,and training compliance.

Assist with the administration of payroll changes, sickness absencereporting, and employee benefits.

Set andact on reminders for updates to policies, upcoming probationary reviews,appraisals etc

Supportthe HR Manager with tasks related to TUPE

Regularly monitor the HR and Recruitment inboxes toidentify, prioritise, and respond to incoming correspondence, escalatingmatters to relevant team members as required.

Systemsand Data Management

Act as the first point of contact for HR systems queries (e.g. TeamNet, People HR).

Maintain and update digital platforms for workforce planning, compliancetracking, and reporting.

Support implementation of HR and operational systems, ensuring dataintegrity and consistency.

Produce regular reports and analytics for the HR Manager and seniormanagement team.

Assist in identifying opportunities to streamline administrativeprocesses and improve data accuracy across systems.

Audit HR data for completeness,compliance and data quality

GeneralSupport

Provide administrative support for meetings, including notetaking andaction tracking.

Support internal communications relating to HR updates, policy changesand training opportunities.

Liaise with site leads, practice managers and the widermultidisciplinary team to ensure effective HR coordination across sites.

Attention to detail - detailoriented mindset.

Undertake any other duties commensurate with the role and grade asrequested by the HR Manager.

This listis not exhaustive, and all team members should be prepared to accept additional,or surrender existing duties, to enable the efficient running of theorganisation.

Your individualjob plan will be agreed with your line manager.This will be subject to change in accordance with the needs of theorganisation.

KeyRelationships:

Internal:

Members of the Senior Management team

Colleagues within The Bourne Health Partnership

External:

Other GP practices and practice groups

Other external organisations

Confidentiality / Data Protection / Freedom ofInformation

Post holders must maintain the confidentiality ofinformation about patients, staff and other health service business inaccordance with the Data Protection Act of 1998. Post holders must not, withoutprior permission, disclose any information regarding patients or staff. If anymember of staff has communicated any such information to anunauthorised person,those staff will be liable to disciplinary action up to and includingdismissal. Moreover, the Data Protection Act 1998 also renders an individualliable for prosecution in the event of unauthorised disclosure of information.Following the Freedom of Information Act (FOI) 2005,post holders mustapply the organisations FOI procedure if they receive a written request forinformation.

Information Governance

All staff must comply with information governancerequirements. These includes statutory responsibilities (such as compliancewith the Data Protection Act), following national guidance (such as the NHSConfidentiality Code of Practice) and compliance with local policies andprocedures (such as the Trust's Confidentiality policy). Staff are responsiblefor any personal information (belonging to staff or patients) that they accessand must ensure it is stored, processed and forwarded in a secure and appropriatemanner

Post holders must at all times fulfil theirresponsibilities with regard to The Bourne Partnerships Equal OpportunitiesPolicy and equality laws.

Health and Safety

All post holders have a responsibility, under theHealth and Safety at Work Act (1974) and subsequently published regulations, toensure that The Bourne Partnerships health and safety policies and proceduresare complied with to maintain a safe working environment for patients, visitorsand employees.

Infection Control

All post holders have a personal obligation to act toreduce healthcare-associated infections (HCAIs). They must attend mandatorytraining in Infection Control and be compliant with all measures required toreduce HCAIs. All post holders must comply with the Partnerships InfectionControl Policies, including those that apply to their duties, such as HandDecontamination Policy and Personal Protective Equipment Policy. RiskManagement All post holders have a responsibility to report risks such asclinical and non-clinical accidents or incidents promptly. They are expected tobe familiar with The Bourne Partnerships use of risk assessments to predict andcontrol risk, as well as the incident reporting system for learning frommistakes and near misses in order to improve services. Post holders must alsoattend training identified by their manager or stated to be mandatory.

Flexible Working

As an organisation we are committed to developing ourservices in ways that best suit the needs of our patients. This means that somestaff groups will increasingly be asked to work a more flexible shift patternand multiple sites so that we can offer services in the evenings or atweekends.

Safeguarding children and vulnerable adults

Post holders have a general responsibility forsafeguarding children and vulnerable adults in the course of their daily dutiesand for ensuring that they are aware of the specific duties relating to theirrole.

Sustainability

It is the responsibility of all staff tominimise theenvironmental impact by recycling wherever possible, switching off lights,computers monitors and equipment when not in use, minimising water usage and reporting faultspromptly.

The Bourne Partnership is committed to providing ahealthy and safe environment for staff, patients and visitors. Staff aretherefore not permitted to smoke onorganisational property.

Person Specification

Personal Qualities

• Polite and confident
• Flexible and co-operative
• Excellent interpersonal skills
• Motivated and proactive
• Ability to use initiative and judgement
• Ability to work under pressure

Qualifications

• Educated to GCSE standard
• Excellent literacy and numeracy skills
• CIPD Level 3 Certificate in Personnel Practice

Experience

• Previous experience in an administrative or HR support role
• Strong IT and systems skills, including Excel and HRIS platforms
• Experience of working with People HR

Other Requirements

• Maintain confidentiality at all times
• Flexibility to work outside of core office hours

Skills

• Excellent attention to detail and accuracy
• Good understanding of confidentiality and data protection
• Excellent communication and interpersonal skills
• Ability to prioritise workload and manage competing deadlines
• Excellent attention to detail and accuracy

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.

Depending on experienceDepending On Experience