Filey Surgery is looking to recruit an enthusiastic and reliable individual to join our Administration Team to lead the HR and Governance functions within the practice.
The person in this post will work closely with the Practice Manager and Operations Manager to ensure the smooth running of Staff HR policies and processes and assist in the management of Governance in a medical practice.
The applicant will be able to work under their own initiative and be able to contribute to the overall work of the practice team. Previous experience of working in a similar role is desirable but not essential, as full training will be given.
The applicant will be an integral member of the practice team, will be encouraged to develop this role and maximise the use of their skills.
Main duties of the job
The following are the core responsibilities of the HR & Governance Lead: Human Resource Lead
- manage and lead on the direction of the whole employee life cycle including: recruitment, on-boarding, training, development and exit. This role will include: Acting as lead for recruitment including pre-employment checks, reviewing job descriptions and person specifications. Organising the staff induction programme, staff appraisals and development plans whilst maintaining a robust training record. Implementing effective systems for the resolution of disciplinary and grievance procedures. Managing staff holiday requests, sickness records and reporting to the National Workforce Reporting Service. Ensuring all staff are up to date with professional registrations. Governance and Probity Lead on the systems to ensure compliance with CQC regulations and standards to include: Updating policies and procedures. Maintaining the significant event database, providing briefings to staff meetings where required. Ensuring audits are kept up to date for all areas of the practice. Leading the management of IT security and IG compliance. Other roles Support the practice and management team with continuous improvement and change initiatives. Deputise for the Practice Manager and Operations Manager as and when required. About us
The Filey Surgery aims to provide high quality healthcare to the people of Filey and its surrounding district. Our doctors, allied health professionals, nursing team and all other staff are dedicated to offering a professional service. We are a friendly surgery committed to delivering excellent care to our patients, and a positive working environment for our staff. We have a list size of around 9000 patients. We are a Training Practice working with GP Registrars and teach Hull and York Medical Students. We also support other health professionals including student nurses, paramedics and pharmacists in their training and development. We believe in supporting and developing all our staff to reach their potential. If you would like to find out more about the role or meet us for an informal chat please contact Carolyn Liddle on 01723 515666. Job responsibilities
The following are the core responsibilities of the HR & Governance Lead. There may be, on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels. Manage and lead on the direction of the whole employee life cycle including: recruitment, on-boarding, training, development and exit. Acting as the lead for recruitment including pre-employment checks and DBS. Reviewing and regularly updating job descriptions and person specifications ensuring all staff are legally and gainfully employed. Evaluating, organising and overseeing the staff induction programme. Implementing and embedding an effective staff appraisal process. Implementing and embedding an effective practice and staff development plan for all staff (clinical and administrative) whilst maintaining a robust training record. Implementing effective systems for the resolution of disciplinary and grievance issues, maintaining an overview of staff welfare. Managing staff holiday requests and any conflicts. Managing staff sickness reporting including Return to Work interviews. Completing all required reporting of Workforce information including the National Workforce Reporting Service (NWRS). Ensuring that all staff checks are kept up to date and are entered into the required software (Practice Index), including NMC/GMC registrations and re-validation. Working with the Operations Manager and the Digital Marketing Manager to ensure the Practices digital communications and pathways are kept up to date and in line with the latest NHSE contractual guidance, ensuring processes and presentations are of a high quality. Ensuring staff implement the practice wide approach to the management of all patient services matters. Work with the DQ lead to engage and further the current Patient Participation Group to enhance representation from the Practice population. Assist the Complaints Manager to actively manage and resolve enquiries and complaints from patients and other service users with support from the Practice Manager, escalating any NHSE, Ombudsman, negligence, NHS resolution complaints/claims to the Practice Manager/Clinical Lead. Be mindful at all times of CQC regulatory requirements and evidence match activities. Finance Manage the payroll function within the practice working with the accountants for timely payment to staff, Inland Revenue and Pension providers. Ensure all online payments are made as requested by the Practice Manager. Governance and Probity Implementing systems to ensure compliance with CQC regulations and standards. Assist the Operations Manager with the management of the clinical system, ensuring IT security and IG compliance at all times and responding to and resolving all local IT issues (with support from the Office Manager and DQ Team). To include the completion of the IG toolkit at least annually. Updating Policies and Procedures and ensuring the database is kept up to date, policies are reviewed as required and that all staff have a good understanding of the policies and procedures and any updates. Maintain the significant event database, providing advice to staff and briefing the team at meetings as required. Identify trends and devise solutions to reduce risk and repeated occurrences of significant events. Ensure that all audits are kept up to date and entered into the database, working with the Practice Manager, Operations Manager, Clinical Pharmacists and other staff members. Ensure the highest standards of governance and probity in all the above areas. Premises, Services and Safety Managing contracts for and highlighting issues with services i.e., cleaning, gardening, window cleaning etc. Ensuring the premises and equipment are kept to a high standard, in conjunction with the Operations Manager, and H&S Lead. Ensure all accidents and Significant Events are recorded in line with practice policy. Ensure insurance for premises and staff is maintained and evaluated. Monitor and disseminate information on safety alerts and other pertinent information. Ensure that all equipment checks and records are updated into our database software (Practice Index). Other roles Support the practice and management team with continuous improvement and change initiatives. Deputise for the Practice Manager and Operations Manager as and when required. Person Specification
Skills
Excellent communication skills (written, oral and presenting). Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment. Effective time management (planning and organising). Ability to network and build relationships. Ability to implement and embed policy and procedure. Ability to motivate and train staff. Ability to recognise opportunities to enhance service delivery. Excellent leadership skills. Strategic thinker and negotiator. Proven problem solving and analytical skills. Personal Qualities
Polite and confident. Flexible and cooperative. Excellent interpersonal skills. Motivated and proactive. Ability to use initiative and judgement. Forward thinker with a solution focused approach. High levels of integrity and loyalty. Sensitive and empathetic in distressing situations. Ability to work under pressure. Confident, assertive and resilient. Ability to drive and deliver change effectively. Ability to motivate teams, enhance morale and maintain a positive working environment, including team building sessions. Other requirements
Flexibility to work outside core office hours. Maintain confidentiality at all times. Full UK driving licence. Qualifications
Good standard of education with excellent literacy and numeracy skills. Educated to A-level/equivalent or higher with relevant experience. Experience
Experience of working with the general public. Experience of working in a healthcare setting. Experience of managing multidisciplinary teams. Experience of performance management, including appraisal writing, staff development and disciplinary procedures. Experience of successfully developing and implementing projects. NHS/Primary Care general practice experience. Relevant health and safety experience. 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.
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The following are the core responsibilities of the HR & Governance Lead: Human Resource Lead
- manage and lead on the direction of the whole employee life cycle including: recruitment, on-boarding, training, development and exit. This role will include: Acting as lead for recruitment including pre-employment checks, reviewing job descriptions and person specifications. Organising the staff induction programme, staff appraisals and development plans whilst maintaining a robust training record. Implementing effective systems for the resolution of disciplinary and grievance procedures. Managing staff holiday requests, sickness records and reporting to the National Workforce Reporting Service. Ensuring all staff are up to date with professional registrations. Governance and Probity Lead on the systems to ensure compliance with CQC regulations and standards to include: Updating policies and procedures. Maintaining the significant event database, providing briefings to staff meetings where required. Ensuring audits are kept up to date for all areas of the practice. Leading the management of IT security and IG compliance. Other roles Support the practice and management team with continuous improvement and change initiatives. Deputise for the Practice Manager and Operations Manager as and when required. About us
The Filey Surgery aims to provide high quality healthcare to the people of Filey and its surrounding district. Our doctors, allied health professionals, nursing team and all other staff are dedicated to offering a professional service. We are a friendly surgery committed to delivering excellent care to our patients, and a positive working environment for our staff. We have a list size of around 9000 patients. We are a Training Practice working with GP Registrars and teach Hull and York Medical Students. We also support other health professionals including student nurses, paramedics and pharmacists in their training and development. We believe in supporting and developing all our staff to reach their potential. If you would like to find out more about the role or meet us for an informal chat please contact Carolyn Liddle on 01723 515666. Job responsibilities
The following are the core responsibilities of the HR & Governance Lead. There may be, on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels. Manage and lead on the direction of the whole employee life cycle including: recruitment, on-boarding, training, development and exit. Acting as the lead for recruitment including pre-employment checks and DBS. Reviewing and regularly updating job descriptions and person specifications ensuring all staff are legally and gainfully employed. Evaluating, organising and overseeing the staff induction programme. Implementing and embedding an effective staff appraisal process. Implementing and embedding an effective practice and staff development plan for all staff (clinical and administrative) whilst maintaining a robust training record. Implementing effective systems for the resolution of disciplinary and grievance issues, maintaining an overview of staff welfare. Managing staff holiday requests and any conflicts. Managing staff sickness reporting including Return to Work interviews. Completing all required reporting of Workforce information including the National Workforce Reporting Service (NWRS). Ensuring that all staff checks are kept up to date and are entered into the required software (Practice Index), including NMC/GMC registrations and re-validation. Working with the Operations Manager and the Digital Marketing Manager to ensure the Practices digital communications and pathways are kept up to date and in line with the latest NHSE contractual guidance, ensuring processes and presentations are of a high quality. Ensuring staff implement the practice wide approach to the management of all patient services matters. Work with the DQ lead to engage and further the current Patient Participation Group to enhance representation from the Practice population. Assist the Complaints Manager to actively manage and resolve enquiries and complaints from patients and other service users with support from the Practice Manager, escalating any NHSE, Ombudsman, negligence, NHS resolution complaints/claims to the Practice Manager/Clinical Lead. Be mindful at all times of CQC regulatory requirements and evidence match activities. Finance Manage the payroll function within the practice working with the accountants for timely payment to staff, Inland Revenue and Pension providers. Ensure all online payments are made as requested by the Practice Manager. Governance and Probity Implementing systems to ensure compliance with CQC regulations and standards. Assist the Operations Manager with the management of the clinical system, ensuring IT security and IG compliance at all times and responding to and resolving all local IT issues (with support from the Office Manager and DQ Team). To include the completion of the IG toolkit at least annually. Updating Policies and Procedures and ensuring the database is kept up to date, policies are reviewed as required and that all staff have a good understanding of the policies and procedures and any updates. Maintain the significant event database, providing advice to staff and briefing the team at meetings as required. Identify trends and devise solutions to reduce risk and repeated occurrences of significant events. Ensure that all audits are kept up to date and entered into the database, working with the Practice Manager, Operations Manager, Clinical Pharmacists and other staff members. Ensure the highest standards of governance and probity in all the above areas. Premises, Services and Safety Managing contracts for and highlighting issues with services i.e., cleaning, gardening, window cleaning etc. Ensuring the premises and equipment are kept to a high standard, in conjunction with the Operations Manager, and H&S Lead. Ensure all accidents and Significant Events are recorded in line with practice policy. Ensure insurance for premises and staff is maintained and evaluated. Monitor and disseminate information on safety alerts and other pertinent information. Ensure that all equipment checks and records are updated into our database software (Practice Index). Other roles Support the practice and management team with continuous improvement and change initiatives. Deputise for the Practice Manager and Operations Manager as and when required. Person Specification
Skills
Excellent communication skills (written, oral and presenting). Ability to prioritise, delegate and work to tight deadlines in a fast-paced environment. Effective time management (planning and organising). Ability to network and build relationships. Ability to implement and embed policy and procedure. Ability to motivate and train staff. Ability to recognise opportunities to enhance service delivery. Excellent leadership skills. Strategic thinker and negotiator. Proven problem solving and analytical skills. Personal Qualities
Polite and confident. Flexible and cooperative. Excellent interpersonal skills. Motivated and proactive. Ability to use initiative and judgement. Forward thinker with a solution focused approach. High levels of integrity and loyalty. Sensitive and empathetic in distressing situations. Ability to work under pressure. Confident, assertive and resilient. Ability to drive and deliver change effectively. Ability to motivate teams, enhance morale and maintain a positive working environment, including team building sessions. Other requirements
Flexibility to work outside core office hours. Maintain confidentiality at all times. Full UK driving licence. Qualifications
Good standard of education with excellent literacy and numeracy skills. Educated to A-level/equivalent or higher with relevant experience. Experience
Experience of working with the general public. Experience of working in a healthcare setting. Experience of managing multidisciplinary teams. Experience of performance management, including appraisal writing, staff development and disciplinary procedures. Experience of successfully developing and implementing projects. NHS/Primary Care general practice experience. Relevant health and safety experience. 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.
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