Job Description

To support the efficient management and operations of the site team, ensuring all administrative duties are performed effectively and to the required standard, meeting the objectives of the Site.

To provide support in the provision of a Human Resources service to TLCP. To take responsibility for specific areas of work within TLCP both Operationally and Human Resources related.

All staff at TLCP have a duty to conform to the following:

Equality, Diversity & Inclusion

A good attitude and positive action towards ED&I creates and environment where all individuals are able to achieve their full potential. Creating such an environment is important for three reasons: it improves operational effectiveness, it is morally the right thing to do, and it is required by law.

Patients and their families have the right to be treated fairly and be routinely involved in decisions about their treatment and care. They can expect to be treated with dignity and respect and will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Patients have a responsibility to treat other patients and our staff with dignity and respect.

Staff have the right to be treated fairly in recruitment and career progression. Staff can expect to work in an environment where diversity is valued and equality of opportunity is promoted. Staff will not be discriminated against on any grounds including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. Staff have a responsibility to ensure that you treat our patients and their colleagues with dignity and respect.

Safety, Health, Environment and Fire (SHEF)

This practice is committed to supporting and promoting opportunities to for staff to maintain their health, well-being and safety. You have a duty to take reasonable care of health and safety at work for you, your team and others, and to cooperate with employers to ensure compliance with health and safety requirements. All personnel are to comply with the Health and Safety at Work Act 1974, Environmental Protection Act 1990, Environment Act 1995, Fire Precautions (workplace) Regulations 1999 and other statutory legislation.

Confidentiality

This practice is committed to maintaining an outstanding confidential service. Patients entrust and permit us to collect and retain sensitive information relating to their health and other matters, pertaining to their care. They do so in confidence and have a right to expect all staff will respect their privacy and maintain confidentiality at all times. It is essential that if, the legal requirements are to be met and the trust of our patients is to be retained that all staff protect patient information and provide a confidential service.

Quality & Continuous Improvement (CI)

To preserve and improve the quality of our output, all personnel are required to think not only of what they do, but how they achieve it. By continually re-examining our processes, we will be able to develop and improve the overall effectiveness of the way we work. The responsibility for this rests with everyone working within the practice to look for opportunities to improve quality and share good practice.

This practice continually strives to improve work processes which deliver health care with improved results across all areas of our service provision. We promote a culture of continuous improvement, where everyone counts and staff are permitted to make suggestions and contributions to improve our service delivery and enhance patient care.

Induction Training

On arrival at the practice all personnel are to complete a practice induction programme.

Learning and Development

The effective use of training and development is fundamental in ensuring that all staff are equipped with the appropriate skills, knowledge, attitude and competences to perform their role. All staff will be required to partake and complete mandatory training as directed by the training coordinator, as well as participating in the practice training programme. Staff will also be permitted (subject to approval) to undertake external training courses which will enhance their knowledge and skills, progress their career and ultimately, enable them to improve processes and service delivery.

Collaborative Working

All staff are to recognise the significance of collaborative working. Teamwork is essential in multidisciplinary environments. Effective communication is essential and all staff must ensure they communicate in a manner which enables the sharing of information in an appropriate manner.

Service Delivery

Staff at TLCP must adhere to the information contained with practice policies and regional directives, ensuring protocols are adhered to at all times. Staff will be given detailed information during the induction process regarding policy and procedure.

Security

The security of the practice is the responsibility of all personnel. Staff must ensure they remain vigilant at all times and report any suspicious activity immediately to their line manager. Under no circumstances are staff to share the codes for the door locks to anyone and are to ensure that restricted areas remain effectively secured.

Professional Conduct

At TLCP, staff are required to dress appropriately for their role. Administrative staff will be provided with a uniform whilst clinical staff must dress in accordance with their role.

Leave

All personnel are entitled to take leave. Line managers are to ensure all of their staff are afforded the opportunity to take maximum entitled leave each year, and should be encouraged to take all of their leave entitlement.

The following are the core responsibilities of the TLCP Operations and Human Resources Administrator. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:

Human Resources tasks will include:

Advertising posts Assist in developing job descriptions and person specifications Arranging/conducting interview dates Obtaining CVs Sending out unsuccessful letters to applicants Offer letter of position including terms and conditions Assist manager in issuing of work contracts Organise and process DBS checks for new recruits and current staff as appropriate New starter checks e.g. obtaining bank details, P45, next of kin. References obtaining Coordination of Induction of new staff Organise exit interviews and assist if appropriate/required Arrange staff events- i.e. Christmas party Assist in creating new or updating existing HR policies Liaison with TLCP HR support provider in employment law Keeping up to date records on colleagues on HR Software Assist with HR reporting and data analysis as needed e.g. absence- holidays, sick leave, etc. Managing and recording staff mandatory training log Assisting line managers in the management of sickness absence. Assisting line managers in non-complex disciplinary cases Assisting managers in the early stages of the employee grievances To assist managers in handling disciplinary cases, including participation in the investigation of cases as allocated by the HR Manager. To participate in hearing first stage minor offence disciplinary cases in accordance with TLCP procedure. To assist with Managers to achieve a positive employee relations environment and to resolve issues constructively as requested Support HR initiatives and programs, such as employee engagement activities, performance management and training programs

.

Communication :

The post-holder should recognize the importance of effective communication within the team and will be involved in:

Updating our TLCP Website Responding to various social media platforms including NHS net comments Creation and editing of newsletter content and design for staff and patients Patient Participation Forum

Complaints :

Be the first point of contact for individuals or their representatives wishing to raise a concern or complaint regarding a service. Acknowledge all complaints and categorise. Provide non-clinical advice to patients/service users or carers and be responsible for escalating a concern or complaint where patient safety appears to be at risk. Manage all individual complaints from initial contact to liaising with and advising clinicians and senior managers who are responsible for providing investigation and complaints responses. Input and maintain up to date comprehensive records including all complaints logging, recording of subjects, recommendations, outcomes and learning. Ensure that all cases are investigated within the time limits of the TLCP Complaints procedure to required standards Communicate verbally and in writing with complainants to discuss the management of their complaint and offer information on the process that will be followed Ensure that complainants are kept informed at all stages of the progress of their complaint including when changes or delays occur within the agreed timescale Liaise with all levels of staff across the organisation to ensure that complaints are handled speedily and effectively Contribute to learning lessons events so that actions can be implemented across the TLCP. Coordinate meetings between complainants and staff, chairing or taking notes where required Keep the website complaints pages up to date Undertake complainant satisfaction surveys, analyse and communicate the results, making recommendations for improvement where necessary Maintain an up to date knowledge of the NHS Complaints Regulations requirements

The site operation administration responsibilities include:

Overseeing the administration and assisting with the operations of the site, ensuring staff achieve their primary responsibilities Line managing junior administrative staff, supporting staff development, providing guidance and direction, ensuring staff are up to date with mandatory training Completing staff appraisals as required in conjunction with the management team Identifying and delivering team training where required including mandatory training in conjunction with HR team) Involvement in administration staff rotas Assist in developing, implementing and embedding efficient office processes and procedures to adhere to current and future legislation To assist the management team meet CQC requirements in preparation and visits Acting as a focal point for the Site ,managing requests from external organisations such as the local police, solicitors, DVLA and other agencies Coordinating the provision of temporary administrative and reception staff ensuring sufficient cover is provided for periods of leave and other staff absences Supporting the management team in premises management to ensure that the facilities are kept clean and functioning Updating the appointment system/rota to reflect leave and other approved absences Oversee clinical and non-clinical stocks management Support and manage any site based IT issues Maintain and develop an inventory of equipment held by the site Booking locums when required Assist the management team with the Significant Events process

Person specification - TLCP Operations and Human Resource Administrator

Qualifications

Educated to A-level/equivalent or higher, with relevant experience GCSE English (C or above) and at least three others AMSPAR qualification NVQ Level 2 in Health and Social Care Leadership and/or management qualification

Experience

Experience of working with the general public Experience of administrative duties Experience of working in a healthcare setting Experience of leading/managing a team Experience of providing appraisal writing and staff development

Skills

Excellent communication skills (written and oral) Strong IT skills (generic) Clear, polite telephone manner Competent in the use of Office and Outlook EMIS/System One/Vision user skills Effective time management (planning and organising) Ability to work as a team member and autonomously Good interpersonal skills Problem solving and analytical skills Ability to follow policy and procedure

Personal qualities

Polite and confident Flexible and cooperative Motivated Initiative and judgement (knowing when to ask for help) Forward thinker High levels of integrity and loyalty Sensitive and empathetic in distressing situations Ability to work under pressure

Other requirements

Flexibility to work outside of core office hours Disclosure Barring Service (DBS) check Maintain confidentiality at all times
Job Types: Full-time, Permanent

Pay: Up to 15.50 per hour

Expected hours: 37.5 per week

Work Location: In person

Application deadline: 18/10/2025