Public Affairs Officer in London

Summary

Public Affairs Officer

Selco Builders Warehouse Posted on 2022-11-23

Salary	£20,800 a year
Location	London
Type	Other

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Job Description

Nexus Health Group Job Description

Post; Human Resources Administrator

Line Manager: Human Resources Manager

Location: Surrey Docks Health Centre, however, the post-holder may be
required to work across the Nexus network.

Job Purpose

The HR Administrator is responsible for providing a comprehensive, methodical, and professional Human Resources service, advice, guidance, support, and expertise to managers and employees in line with Nexus’s policies, best practices, and updated legislation.

The role will include the coordination of human resources activities within the Nexus Health Group, ensuring that standards and objectives for the HR administrative services are met. These include:

• End-to-end recruitment (including pre-employment checks);
• Management of HR systems (BreatheHR);
• Employee Appraisal & Performance Management;
• Maintain and update databases including personnel records, and new and current employees’ data;
• Providing HR administrative support.
• To maintain consistently high professional standards and act in accordance with the CIPD Code of Professional Conduct, and to be a role model for other members of the team.

It is essential that a strict code of confidentiality is adhered to at all times. The post holder may be required to work at any of the other Group sites in line with service needs.

MAIN DUTIES RESPONSIBILITIES

Recruitment

• To carry out recruitment in a comprehensive, methodical approach which includes publishing jobs on various job boards mostly on the NHS Job website;
• To support managers with the recruitment process;
• To deal with routine e-mails and telephone calls on all recruitments;
• To participate in the end-to-end recruitment and selection process;
• To provide administrative support to managers on temporary workforce solutions;
• To prepare HR documents such as offer letters and contracts of employment;
• To ensure the appropriate level of Disclosure and Barring Service (DBS) checks;
• To ensure that pre-employment checks are completed prior to commencement of employment;

Absence and Reporting

• Provide advice and guidance on occupational health referrals,

absence management issues, and return to work cases to managers;

• Record occupational health referrals and monitor to ensure employees attend referrals and recommendations are actioned where appropriate.

Appraisals

• Assist the managers and HR department with organizing the annual appraisal process, managing all appraisal information and documentation, and holding information drop-in sessions for employees and managers;
• Work with the training team to identify and prioritize training and development needs, and plan how they will be met.

H&S Management and Employee Well-being

• Support the organization in promoting employee and workforce

well-being and learning from casework, EAP, and usage reports;

• Support with the development and delivery of well-being projects.

HR System

• To set up new starters on the HR system;
• To be responsible for updating and maintaining the electronic employee records information on the BreatheHR system in accordance with new starters, leavers, and, employee changes as appropriate;
• To monitor expiration dates of documentation and update as appropriate;
• To update various HR folders hold in the Nexus shared drive;
• To keep other HR records up-to-date and accurate.

Administration and General Management

• Provide HR administration support to the Nexus Health Group and

HR team as required;

• To undertake general office duties, post, including filing, photocopying, arranging meetings, and maintaining distribution lists;
• To be the first point of contact for queries;
• To maintain the HR shared inbox;
• To ensure requests for annual leave are managed according to
• Nexus policy whilst maintaining service delivery;
• To communicate effectively with employees on a regular basis, both individually and at team meetings;
• To assist with ad hoc HR projects or tasks when required;
• Maintain close links with colleagues in the HR team ensuring that they are aware of any relevant issues or concerns, and working with them at all times to improve the service provided to Nexus;
• Maintain and update employee records ensuring they are up to date and held securely in accordance with GDPR;
• Managing data contained in the HR system ensuring it is accurate and up-to-date;
• To monitor employee information and expiration of documentation and ensure up-to-date documentation is received and updated;
• Undertake any mandatory training as appropriate and as directed;
• To monitor probation and ensure that all paperwork is completed by managers and letters issued as required;
• To co-ordinate meetings as required and take minutes where requested;
• To assist and implement the review or creation of standard letters, templates, or documentation in accordance with new policies, regulations, and changes in employment legislation;
• To answer employee queries professionally, accurately, and in accordance with agreed services levels, via telephone and workflow process;
• To administer the annual employee engagement questionnaire;
• To time manage and plan own work appropriately to ensure that deadlines are met, taking a flexible approach to activities and re- pre-prioritizing regularly;
• To inform payroll of new starters, leavers, and TCs changes;
• Administer the maternity and paternity process.

Confidentiality

• In the course of your employment you will have access to confidential information relating to Nexus Health Group business.You are required to exercise due consideration in the way you use such information and should not act in any way which might be prejudicial to the Nexus Health Group’s interest;
• Information for extra consideration includes access to the general business of the practice and any information regarding individuals;
• Information relating to patients, carers, colleagues, other healthcare workers, or the business of Nexus Health Group may only be divulged to authorized persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data;
• If you are in any doubt regarding the use of information in the pursuit of your duties you should seek advice from your line manager before communicating any information to any third party.

Data Protection Act

• Employees must be aware of the Data Protection Act (DPA) 1984;
• You must not at any time use the personal data held by Nexus
• Health Group for any purpose not described in the registry entry or disclose to a third party;
• It is essential that a strict code of confidentiality is adhered to at all times;
• All dealings within Nexus Health Group remain strictly confidential and the post-holder would be expected to maintain confidentiality at all times during employment and also after employment has ended with the Nexus Health Group;
• If you are in any doubt regarding what you should or should not do in connection with the DPA then you must contact your line manager.

GDPR 2018

• In accordance with the GDPR 2018, you are required to give your consent to the employer to hold personal data and process payroll and other records using such personal data on your behalf;
• You must agree that the employer is permitted to hold personal information about you as part of its HR, payroll, and other business records and may use such information in the course of the employer’s business. You must agree that the employer may disclose such information to third parties where this is lawful, appropriate, and necessary for the employer to conduct its business;
• This clause applies to information held, stored, processed used, or disclosed in any medium.

Health and Safety

• Employees must be aware of the responsibility placed upon them

under the Health and Safety at Work act 1974 to maintain a healthy and safe environment for both employees and visitors;

• The post-holder will assist in promoting and maintaining their own and others’ health and safety and security as defined in the Health and Safety Policy;
• Using personal security systems within the workplace according to Nexus Health Group guidelines;
• Identifying risks involved in work activities and ensuring appropriate safeguards are used when the activities are undertaken;
• Making effective use of training to update knowledge and skills;
• Using appropriate infection control procedures;
• Maintaining work areas in a tidy and safe way free from hazards;
• Reporting any risks that are identified both timely and accurately to your line manager.

Equality and Diversity

The post-holder will support the equality, diversity, and rights of patients, carers, and colleagues including:

• Acting in a way that recognizes the importance of people’s rights, interpreting them in a way that is consistent with Nexus Health Group Policies, Procedures, and current legislation;
• Respecting the privacy, dignity, needs, and beliefs of patients’ carers and colleagues;
• Behaving in a manner that is welcoming, non-judgemental, and respects their circumstances, feelings, priorities, and rights.

Quality

The post-holder will:

• Strive to maintain quality within the practices;
• Alert other team members to issues that affect quality and risk;
• Assess own performance and take accountability for their own actions either directly or, under supervision;
• Contribute to the effectiveness of the team by reflecting on their own and team activities, making suggestions on ways to improve and enhance team performance;
• Work effectively with individuals in other agencies to meet patient needs;
• Effectively manage own time, workload, and resources.

Communication

The post-holder will recognize the importance of effective communication within the team and will strive to communicate effectively with:

• Other team members;
• Patients and carers;
• Stakeholders;

Recognizing people’s need for alternative methods of communication and responding accordingly.

Contribution to the Implementation of Services

The post-holder will:

• Apply Nexus Health Group, standards and guidance;
• Discuss with other members of the team how the policies, standards, and guidelines will affect their own work;
• Participate in audit where appropriate.

Financial Regulations

• All Employees are responsible for the security of any property

belonging to Nexus Health Group avoiding loss or damage and being economical and efficient in the use of resources;

• Employees should conform to the requirements of the financial procedures which include the Bribery, Fraud, and Corruption Policy and other policies as set out in the Employees Handbook;

Safeguarding Children and Vulnerable Adults

• All employees have a responsibility for:

Safeguarding Children and Safeguarding Adults in the course of
their daily duties;

• For ensuring that they are aware of the specific Safeguarding duties related to their role;

General

The post-holder:

• Is advised that the job description describes responsibilities as they are currently required and these are subject to review and updating in light of changing service needs. Any changes will be subject to consultation as part of the annual appraisal;
• Should be aware that job descriptions are not fixed although every effort is made to ensure that the responsibilities reflect what you are being asked to do. However by the nature of the business that Nexus Health Group undertakes this demands flexibility in order to provide a service to our patients. The job title and description may be amended and you may be asked to undertake additional duties not specified that may be reasonably required;
• May be expected to work at any of the medical practice sites in line with service needs;
• Must at all times carry out own responsibilities with due regard to the Nexus Health Group Equal Opportunities Policy;
• Is expected to participate in the practice performance appraisal scheme and to contribute to their own personal development and the development of any employees they are responsible for including timely completion of mandatory training;
• Is expected to follow the Nexus Health Group’s general standards of performance and behaviours.

Job Types: Full-time, Permanent

Salary: £22,000.00-£24,000.00 per year

Benefits:

• Company pension
• Cycle to work scheme
• Free parking
• On-site parking

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Surrey Docks: reliably commute or plan to relocate before starting work (required)

Experience:

• Human resources: 1 year (required)

Work authorisation:

• United Kingdom (required)

Work Location: One location

Company description:

confidential