HR and Quality Improvement AdministratorNHS

Job summary

Poole Central PCN is recruiting an experienced HR and Quality Improvement Administrator to play a key role in supporting the effective delivery of the organisations HR administration and quality improvement processes. The successful candidate will coordinate activities across the employee lifecycle, ensuring effective workforce management, accurate records, regulatory compliance and the timely completion of key tasks. The role will also involve supporting the management of complaints and significant events, monitoring agreed actions and contributing to organisational learning and continuous improvement. The successful candidate will demonstrate excellent organisational skills, accuracy, discretion and initiative, with the ability to work independently and effectively within established policies and procedures.

Main duties of the job

The postholder will coordinate recruitment administration, including advertising vacancies, arranging interviews, communicating with candidates and completing pre-employment checks. They will prepare contracts, offer and variation letters, maintain employee records and process starters, leavers and contractual changes. Duties include monitoring sickness absence, supporting return-to-work processes, coordinating staff training, maintaining training records and supporting wellbeing initiatives. The postholder will take ownership of complaints and significant events, ensuring they are recorded, acknowledged, investigated and progressed within required timescales. They will coordinate with staff and managers, monitor investigations, track actions to completion and ensure outcomes and learning are documented and shared. They will maintain quality improvement and governance records, assist with audits and policy reviews, monitor compliance and prepare reports for management meetings. They will identify outstanding actions, escalate concerns and support the implementation of learning and continuous improvement. They will provide general administrative support, respond to routine HR and quality queries and ensure records and sensitive information are managed accurately, securely and confidentially in line with data protection requirements. The role requires organisation, accuracy and discretion, with the ability to work independently and seek guidance on complex matters as required.

Job description

HR Administration and Recruitment

Coordinate recruitment from advertisement to appointment, including interview arrangements, references, DBS checks, pre-employment checks, contracts and induction.

Arrange new starter access to IT and relevant systems.

Coordinate contract amendments, obtain signatures, update personnel records and notify payroll of relevant changes.

Calculate annual leave entitlements annually and when contractual or employment changes occur, including part-year calculations.

Coordinate leaver processes, including resignation acknowledgements, final annual leave calculations, payroll notifications, system access removal, exit interviews and the return of equipment and uniforms.

Maintain accurate and confidential personnel records and provide guidance on routine HR procedures, referring complex employment matters to the appropriate manager or legal adviser.

Liaise with external legal advisers on relevant matters as required.

Workforce Compliance and Absence Management

Maintain staff compliance records, including annual DBS declarations and relevant professional registration checks, such as NMC and GMC registrations.

Ensure required documentation is recorded and updated on relevant systems.

Record daily staff absences, issue return-to-work forms and monitor absence levels against agreed review triggers.

Provide managers with absence reports and guidance on absence categories and paid or unpaid arrangements in accordance with organisational policies.

Prepare and submit monthly absence reports to payroll.

Coordinate Occupational Health referrals, including pre-employment Hepatitis B referrals, and follow up outstanding actions.

Arrange Display Screen Equipment assessments and relevant risk assessments, including those relating to maternity, stress and lone working.

Issue eligible staff with eye care vouchers following the relevant DSE assessment.

Training, Appraisals and Staff Development

Coordinate twice-yearly face-to-face Basic Life Support training and maintain relevant training records.

Coordinate appraisal and one-to-one administration, including issuing forms, processing completed documentation and updating personnel records.

Monitor outstanding clinical supervisions, follow up with staff and managers, and ensure completed records are signed and filed.

Produce and circulate monthly reports to team leads covering absence, training, appraisals, one-to-ones and clinical supervision.

Follow up outstanding actions and highlight relevant issues to managers.

Quality Improvement, Complaints and Significant Events

Manage the complaints inbox, ensuring correspondence are reviewed, recorded and progressed in accordance with organisational procedures.

Log complaints on the relevant system, acknowledge receipt and respond to correspondence where appropriate, escalating issues to the appropriate manager.

Coordinate the recording and monitoring of significant events and associated learning outcomes.

Attend and take minutes at six-weekly Learning Outcomes Meetings, maintaining accurate records of discussions, decisions and agreed actions.

Monitor follow-up actions and communicate relevant learning to appropriate staff and managers.

Help ensure complaints, significant events and learning outcomes are documented and progressed within agreed timescales, supporting organisational learning and continuous improvement.

Staff Wellbeing and General Administration

Act as Wellbeing Champion, attending regular learning sets and promoting relevant wellbeing information and resources to staff.

Coordinate uniform orders and maintain records of uniform and equipment allocation and return.

Check the rota weekly, publish it on the PCN information page and update templates following staffing or contractual changes.

Research and arrange ad hoc orders for diaries, equipment and other organisational requirements.

Attend HR forums to maintain awareness of relevant employment updates and communicate changes to the appropriate manager.

Undertake other reasonable duties appropriate to the role.

About us

Poole Central Primary Care Network is a collaborative group of five GP practices in Poole, Dorset, serving over 65,000 patients. Our practices work together to deliver joined-up, patient-centred, community-based care, supporting our local population, particularly those most vulnerable.

The successful candidate will be based in our office as part of the Management and Co-ordinating Team. You will join a friendly, supportive and collaborative working environment where initiative, professionalism and teamwork are valued. We encourage colleagues to take ownership of their responsibilities, share ideas and contribute to the ongoing development of the organisation.

This is an opportunity to be part of a varied and rewarding role, working closely with colleagues across our five practices and making a valuable contribution to the smooth running and continuous improvement of our services.