Job description

Job responsibilities

COMPETENCY FRAMEWORK

Professional HR Expertise

Provides credible HR advice and support, applying sound employment practice and professional judgement.

Learning & Development

Identifies development needs and designs and deliver effective training that builds organisational and management capability.

People & Employee Relations

Supports Managers and Team Leaders to manage people effectively, including performance, absence, employee relations and challenging conversation.

Payroll & People Systems

Works collaboratively to support contractual changes, providing appropriate payroll support and cover during periods of absence, and ensuring effective use of People systems and information.

Health, Safety and &Wellbeing

Contributes to a positive culture of health, safety and employee wellbeing, working collaboratively with the wider People and H&S functions.

Collaborative Partnership

Builds strong working relationships across the organisation and contributes effectively to wider People priorities.

Values & Professionalism

Demonstrates integrity, confidentiality, adaptability and a commitment to Shropdocs values and positive employee experience.

PRIMARY RESPONSIBILITIES

• Support the Head of People, Estates & Health & Safety in the operational delivery and continuous improvement of the People function, ensuring high-quality, responsive services that align with organisational priorities.
• Provide professional guidance on all people related matters and promote the consistent application of HR policies, procedures and employment best practice across the organisation.
• Coordinate workforce initiatives that enhance organisational development, employee engagement, wellbeing, learning and workforce capability.
• Support the development and implementation of the organisation's learning and development priorities in accordance with the Training Policy and the Staff Talent Development and Staff Retention Strategy.
• Build effective working relationships across the organisation, working collaboratively with managers, the People & Systems Co-ordinator, the Payroll, Pensions & Benefits Manager and the Estates and Health & Safety Officer to support an integrated, high-quality corporate service, while recognising the distinct responsibilities and professional boundaries of each function.
• Promote and support a culture of continuous improvement, innovation and excellence, aligned with Shropdocs values.

TASKS AND RESPONSIBILITIES

HR, People and Employee Relations

To contribute to the overall success of the HR Department in delivering a proactive and customer-focused HR service by providing effective support, guidance and advice to managers and staff members on a wide variety of HR matters, including but not limited to employee relations, policy and process, recruitment, and the delivery of key projects, to include but limited to:

• Manage a varied ER caseload including disciplinary, grievance, absence, capability, performance, and probation matters, and be first point of contact for HR queries relating to ER matters.
• Act as HR lead, alongside managers, in the management of change issues, leading in formal consultation exercises. Escalate complex or high-risk cases to the Head of People, Estates & Health & Safety.
• Manage sickness absence in collaboration with managers, managing redeployment where appropriate, assisting staff back to work, and working with managers to reduce sickness absence across the organisation. Implementation of workforce initiatives that improve recruitment, retention and workforce sustainability.
• Oversee resource planning, providing advice to managers on recruitment campaigns, development of job descriptions/person specifications, job evaluations, and appropriate selection processes.
• Provide advice to managers on HR policies and employment legislation.
• Support wellbeing, attendance management, and Occupational Health referrals.
• Support with employee development, succession planning and talent management activities.
• Lead on specific People-related improvement projects from planning through to implementation and evaluation.
• Support digital transformation initiatives affecting the People, Payroll & Estates & Health & Safety functions.

Training and Development

The postholder will support the organisations learning and development priorities, ensuring training and development activity meets organisational, and workforce needs and supports managers and employees to develop their skills and capability. Responsibilities will include, but are not limited to:

• Identification and analysis of organisational learning and development needs, informed by workforce planning, appraisal outcomes, manager feedback, organisational priorities and business objectives.
• Design, develop and deliver engaging HR-related training, workshops and guidance sessions for managers and staff, including People policies, employee relations processes, absence management, performance management, effective conversations, coaching and other priority areas identified through organisational need.
• Apply appropriate learning and development methodologies to ensure training is practical, engaging and relevant to the needs of the organisation, with the ability to deliver effectively both face-to-face and virtually.
• Coach and support managers to develop their confidence and capability in having effective conversations, managing performance, supporting employee development and addressing people-related issues appropriately.
• Promote a culture of continuous learning, professional development, knowledge sharing and continuous improvement across the organisation.
• Work collaboratively with the People & Systems Co-ordinator to monitor mandatory and statutory training compliance, identify gaps and support managers in taking appropriate follow-up action.
• Maintain appropriate records of learning and development activity and provide relevant reports and management information to support organisational oversight and workforce planning.
• Contribute to the continuous improvement of the organisation's learning and development approach, identifying opportunities to improve capability, engagement and organisational performance.

Workforce Governance and Assurance

• Contribute to the Workforce Development Group (and its sub-groups) in developing governance, assurance and best practice.
• Liaise with the Medical Director and clinical teams to support and maintain compliance with workforce-related regulatory and quality standards, including CQC/ HIW requirements, ensuring appropriate processes, records and evidence are maintained.
• Work closely with the People & Systems Co-ordinator to provide assurance to the Head of People, Estates & H&S regarding workforce compliance and governance risks.
• Oversee implementation of recommendations arising from audits and inspections and report to the Head of People, Estates & Health & Safety.

Collaborative Working

• Build and maintain effective working relationships across the People, Payroll and Estates & Health & Safety functions, promoting clear communication, effective information sharing and a coordinated approach to organisational priorities.
• Work closely with the Payroll, Pensions & Benefits Manager and People & Systems Co-ordinator to ensure the accurate and timely delivery of integrated People and Payroll processes, including contractual changes, pay awards, salary reviews, changes to terms and conditions and employee benefits. Contribute to resolving queries and identifying opportunities to improve processes, controls and service delivery.
• Provide operational resilience across the People and Payroll functions, including appropriate cover during periods of absence, helping to maintain continuity, accuracy and timely processing and ensuring key knowledge and contingency arrangements are maintained.
• Contribute to the development and delivery of employee engagement, wellbeing, benefits and organisational culture initiatives, working with colleagues and managers to ensure these are aligned with organisational priorities and the employee experience.

General Responsibilities

• Complete all statutory, mandatory and role-specific training within required timescales, maintaining compliance with organisational and regulatory requirements.
• Contribute positively to team working, service improvement and organisational priorities, supporting colleagues flexibly where required and within the scope of the role.
• Participate in HR and other departmental meetings and training sessions as appropriate.
• Undertake any other duties as directed which are consistent with the role being undertaken. These duties are not exhaustive and are subject to ongoing review in conjunction with the post holder and the changing needs of the organisation.

Person Specification

Experience

Essential

• - Professional HR experience, including providing advice and support to managers and employees across a broad range of people matters.
• - Experience of advising managers on employee relations, including performance, absences, conduct, capability and workplace issues.
• - Proven experience of designing and delivering engaging HR-related training and development for managers and/or employees.
• - Experience of coaching and supporting manager to develop their confidence and capability in managing people.
• - Sound knowledge of UK employment legislation, HR policy application and good practice in people management.
• - Experience applying employment legislation and HR policy in practical workplace situations.

Desirable

• - Experience of working collaboratively with Payroll and/or Finance to support accurate and timely implementation of contract variation and employee information
• - Understanding of payroll processes and the ability to provide appropriate operational support and cover during period of absence.

Personal Attributes

Essential

• - Experience of translating HR policies and people processes into clear, practical guidance for managers.
• - Professional, approachable, credible and confident in building effective relationships with managers, colleagues and wider stakeholders
• - Highly organised, resilient and able to manage competing priorities while maintaining attention to detail.
• - Excellent communication, presentation and facilitation skills.
• - Ability to support managers through sensitive and challenging conversations.
• - Able to work independently while contributing positively to a collaborative People team.
• - Able to provide flexible support across the People team while respecting the responsibilities and professional boundaries of each function.
• - Organised, disciplined and focused on delivering agreed outcomes to a high standard.
• - Organised, must be able to maintain confidentiality and acting in accordance with organisational policies, values and statutory requirements.
• - Demonstrates behaviours aligned with Shropdocs values:
• Community, Quality, Kindness, Integrity and Development

Desirable

• - Confident in providing professional advice and constructively challenging managers, where appropriate.
• - Have a good understand of health and safety in the workplace and how legislation is applied practically.
• - Knowledge and understand of Payroll processes, would be an advantage

Other

Essential

• - Ability to work flexibly to meet organisations needs when required.
• - Satisfactory DBS clearance in accordance with Shropdocs safer recruitment and pre-employment checking requirements.

Qualifications

Essential

• - CIPD Level 5 qualification or equivalent
• - Recognised qualification in training, learning and development
• - Evidence of continuing professional development in HR, employment practice, learning and development or people management

Desirable

• - Recognised training in coaching and/or mentoring
• - Relevant project management qualification or equivalent

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.

Employer details

Employer name

Shropshire Doctors Co-operative Limited ‘Shropdoc’

Address

Unit A

3 Longbow Close

Shrewsbury

Shropshire

SY1 3GZ

United Kingdom

Employer's website

https://shropdoc.org.uk (Opens in a new tab)

Job description

Job responsibilities

JOB PURPOSE

To support the clinician in ensuring that the patient pathway is completed within laid down timescale in accordance with policy, procedure and working instruction. The postholder will be responsible for supporting the continuing provision of first-class care for all our patients through ensuring reception, administrative and driving duties are undertaken efficiently and effectively.

KEY TASKS AND RESPONSIBILITIES

To act as receptionist at the base, managing patient appointments, supporting Clinicians with administrative tasks, and supporting and managing patients through their experience with Shropdoc.

To liaise with Despatch in the Call Centre and your Clinician to ensure that base appointments and home visits are completed in a timely fashion.

To drive the Shropdoc vehicle to home visits in a safe and competent manner.

To ensure that all kit is checked and available for both home and base appointments.

To ensure that vehicles are checked prior to any visits so that they are safe and roadworthy.

BASE - Duties and Responsibilities

To ensure that the base is set up and ready for patients at the beginning of the shift. All computers to be logged in and all essential kits ready and available.

To ensure that base email account is checked and anything relevant is actioned, all phone lines are connected, and printers are operational.

All clinical kit is checked in conjunction with the Kit Checking and Sealing Process.

To appropriately record all drug and sundry usage across the shift using the relevant stock control method and in conjunction with Medicines Management Policy.

To support your Clinician with administrative tasks, such as scanning paperwork, emailing information or making phone calls

To be responsible for greeting patients at bases and promptly recording their arrival on clinical software and ensure that should a patient not attend that it is promptly reported to Despatch.

To ensure that all infection control procedures are stringently followed in line with relevant policy and maintain a continuously clean and tidy environment.

To carry out basic first response and fault-finding following failure of systems/technical equipment.

To provide clear and specific details to Despatch when reporting issues that require further investigation.

To log any incidents that occur on shift via Radar (for example, health and safety incidents, safe-guarding concerns etc).

To advise Clinicians of any drug or sundry shortages.

To witness the removal and re-stock of controlled drugs and sign your agreement.

To check the presence and function of all diagnostic equipment, replacing batteries or reporting any faulty items.

To keep Despatch appraised of clinical workload and any delay in seeing patients.

To always maintain security of the base, including ensuring that the drugs cupboard remains locked, and that no patient identifiable data is accessible.

To follow the process for patients without appointments should people unexpectedly turn up at base looking for clinical support .

To ensure prescriptions are in printers when the doctor is seeing patients but stored in drugs cupboard when on home visit or base is closed.

HOME VISITS - Duties and Responsibilities

To ensure that the Clinician is always transported to home visits safely and with all clinical kit available

To maintain contact with Despatch throughout home visits, informing them of any delays/detours and always ensuring they are contacted before returning to base.

Comprehensively complete vehicle checks as per the Driver and Vehicle Policy and the Vehicle and Kit Log before driving anywhere on shift.

Ensure full clinical kit is available on all home visits and that it is regularly checked and restocked in accordance with procedure.

To always use the TomTom satnav in the vehicle, even on short, local journeys

Support Clinician in locating the front door of properties and assist with carrying of kit

Report all arrival and departure times using the working times function of the TomTom

Provide an escort into the patients home at the request of the Clinician if you feel safe and comfortable doing so. Never witness a consultation, remain in the hall/by front door and be available as required

Record all drugs/sundries dispensed out of the vehicles using relevant stock control recording method and restock as required.

Record details of home visits on Vehicle and Kit log.

Maintain security of vehicle at all times.

To always abide by the rules of the Highway Code and the Driver and Vehicle Policy.

To ensure Toughbooks are charged and switched on and that you are aware of how to resolve basic faults.

ALL TIMES - Duties and Responsibilities

Ensure that the lone worker devices are switched on and accessible both whilst on base and in the car.

Ensure that you know what to do in the event of systems going down and how to revert to fail over/contingency measures.

Be responsive in the case of a clinical emergency and support your clinician appropriately.

Ensure all statutory and mandatory E-learning training is up to date and complete and attend any statutory and mandatory in-person training as requested.

To maintain a constant interest in matters relating to Health and Safety and to escalate any concerns.

To actively participate in the training and mentoring of any new members of staff.

To attend base meetings or other scheduled operational training when requested.

To undertake any other duties of a similar nature consistent with the responsibilities of the post.

To have good understanding of Shropdoc policies and procedures, in particular those pertaining to your role.

To maintain regular and consistent attendance at work, be punctual and ensure that you wear Shropdoc uniform while on shift.

Ensure good communication skills are used with patients, members of the public and health care professionals and that complaints, compliments or concerns are responded to appropriately.

Person Specification

Qualifications

Essential

• Full driving licence (minimum of 2 years driving experience) with the ability to drive safely and legally for work purposes.
• Good general education.
• Must be able to undertake relevant mandatory and statutory training required for the role.

Personal Attributes

Essential

• Caring, compassionate and patient focused.
• Excellent verbal communication and interpersonal skills.
• Personal Attributes
• Reliable, punctual and trustworthy.
• Calm, professional, discreet and respectful of patient confidentiality.
• Ability to work independently and as part of a team.
• Responsive to changing situation.
• Committed to promoting high standard of patient care.
• Diplomatic and tactful.

Desirable

• Demonstrates initiatives in identifying opportunities to improve the service.
• Demonstrates a willingness to develop new skills.

Experience

Essential

• Experience of providing professional and courteous service to members of public.
• Confident and competent driver with a strong commitment to passenger safety.
• Understanding of confidentiality data protection and professional boundaries.
• Basic IT skills and confidence using electronic systems to include email and bespoke systems (training given).

Desirable

• Experience in a patient-facing, customer-facing or public-facing role would be an advantage.
• Familiarity with rural driving and navigating unfamiliar locations.

Other

Essential

• Must be able to work unsocial shifts and flexibly (evenings, weekends and bank holidays).
• Able to demonstrate behaviours consistent with Shropdocs values: Community, Integrity, Development, Quality and Kindness.
• Satisfactory safer recruitment checks, which will include a DBS Check and driving licence checks.

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.

Employer details

Employer name

Shropshire Doctors Co-operative Limited ‘Shropdoc’

Address

Unit A

3 Longbow Close

Shrewsbury

Shropshire

SY1 3GZ

United Kingdom

Employer's website

https://shropdoc.org.uk (Opens in a new tab)