Job Description

Job Title: HR & Admin Assistant

Reports To: HR Consultant & Operations Director

Location: India of Inchinnan

Contract Type: Permanent

Hours: 37.5hrs per week

Salary: 26,325.00

Job Purpose

To provide efficient, professional, and confidential HR and administrative support to the HR Consultant and wider management team in delivering a legally compliant, fair, and person-centred HR service. The HR Assistant will ensure HR operations and employment practices meet the standards of UK Employment Law, the Care Quality Commission (CQC) in England, the Care Inspectorate in Scotland, the Scottish Social Services Council (SSSC), and Disclosure Scotland / Disclosure and Barring Service (DBS) and Protecting Vulnerable Groups (PVG) requirements.

Key Responsibilities:

1. HR Administration

Maintain accurate and up-to-date employee records in line with the Data Protection Act 2018 and UK GDPR.

Prepare offer letters, contracts of employment, variation letters, and reference requests in accordance with Employment Rights Act 1996 requirements.

Manage new starter documentation, ensuring pre-employment checks (including DBS / PVG, right-to-work, references, and SSSC registration) are completed prior to employment commencement

Manage new start information on Breathe HR including upload of all new starter documentation listed above

Support the HR Consultant in maintaining compliance records required by CQC and/or Care Inspectorate inspections.

Maintain absence and annual leave records in compliance with the Working Time Regulations 1998.

Assist in updating HR policies and procedures to reflect changes in employment law or sector regulation.

2. Recruitment and Selection Support

Coordinate recruitment activity in line with Safe Recruitment and Safer Staffing principles, ensuring compliance with CQC and Care Inspectorate standards.

Post job adverts on appropriate platforms, manage applicant tracking, and schedule interviews.

Support with right-to-work checks and verification of qualifications and professional registrations.

Liaise with our HR Consultant and registered managers to ensure equitable and transparent selection processes under the Equality Act 2010.

Assist in creating and maintaining a robust onboarding and induction process that reflects organisational values and regulatory expectations.

3. Employee Relations and Support

Provide administrative support for employee relations matters, including disciplinary, grievance, absence management, and capability processes, following the ACAS Code of Practice.

Support our HR Consultant by taking accurate minutes during formal meetings.

Maintain confidentiality and impartiality when handling sensitive staff issues.

Assist in monitoring probationary and supervision reviews, ensuring timely documentation.

4. Learning and Development

Maintain accurate training and competency records to support CQC / Care Inspectorate evidence requirements.

Schedule mandatory training (e.g., safeguarding, health and safety, medication, infection control) and track completion rates.

Support the HR Consultant in identifying training needs and coordinating external training or e-learning.

5. Compliance and Reporting

Support HR compliance audits and inspection preparation for CQC and Care Inspectorate visits.

Prepare HR and workforce metrics (e.g., turnover, retention, absence, training compliance) for review by the HR Consultant and management.

Assist with monitoring and reporting of registration and renewal dates for PVG/DBS checks and professional memberships (e.g., SSSC, NMC).

6. General Support

Respond promptly and professionally to HR queries from employees and managers, escalating complex matters to our HR Consultant.

Contribute to HR and organisational improvement initiatives aimed at promoting staff wellbeing and retention.

Ensure that all HR activities support Abbeycare' commitment to equality, diversity, and inclusion.

Person Specification:

Essential

Previous experience in an HR or administrative support role, ideally within the care or regulated services sector.

Understanding of UK employment legislation and HR best practice.

Strong administrative and organisational skills with attention to detail.

Ability to manage sensitive and confidential information appropriately.

Excellent written and verbal communication skills.

Competent IT skills including Microsoft Office and HR software systems.

Desirable:

Working towards or holding a CIPD Level 3 qualification (or equivalent experience).

Experience working in a CQC or Care Inspectorate regulated setting.

Knowledge of Right to Work, DBS/PVG, and Safer Recruitment requirements.

Familiarity with SSSC and sector-specific workforce standards.

Key Relationships:

Reports to: HR Consultant & Operations Director

Internal Contacts: Registered Managers, Senior Recovery Practitioners, Admissions Manager, Outreach Manager, Clinical Practice Manager

External Contacts: CQC / Care Inspectorate representatives, SSSC, recruitment agencies, training providers

Regulatory and Legal Framework References

Employment Rights Act 1996

Equality Act 2010

Data Protection Act 2018 / UK GDPR

Working Time Regulations 1998

ACAS Code of Practice

Health and Safety at Work etc. Act 1974

CQC Fundamental Standards / Care Inspectorate Quality Framework

Safe Recruitment through Disclosure & Barring Service (DBS) / Protection of Vulnerable Groups (PVG) Scheme

Scottish Social Services Council (SSSC) Codes of Practice

Additional Information:

This job description is not exhaustive. Duties may evolve in line with service requirements, regulatory changes, or organisational priorities. Any amendments will be made in consultation with the postholder and HR Consultant.

Job Types: Full-time, Permanent

Pay: 26,325.00 per year

Benefits:

Company pension Free parking Health & wellbeing programme On-site gym On-site parking Sick pay
Work Location: In person

Application deadline: 01/12/2025