Medical Administration jobs

ROLE SUMMARY

The HR & Administration Support Officer plays a key role in providing efficient and professional HR administrative support across the employee lifecycle. This position is responsible for onboarding and offboarding employees, absence management, recruitment administration, employee relations support, and acting as a first point of contact for employee queries. The role ensures accurate record keeping, compliance with employment processes, and the effective delivery of HR services across the business.

REPORTING STRUCTURE

Reports to

HR Manager

Key internal stakeholders

HR Manager, Employees, Line Managers and Supervisors, Payroll Team, Department Managers, Senior Management Team, Finance Team, Operations Team

Key external stakeholders

Job applicants and candidates, Recruitment agencies and employment businesses. Occupational Health providers, Employee Assistance Programme (EAP) providers, Training and development providers. HR software providers (e.g., Breathe HR), Pension providers and benefits administrators, Government and regulatory bodies (e.g., HMRC, Home Office, ACAS, ICO), Background screening and Right to Work verification providers, Employment law advisors and HR consultants, Medical practitioners providing fit notes or occupational health referrals, Apprenticeship and education provider.

KEY ACCOUNTABILITIES AND RESPONSIBILITIES

1. Payroll & Time Management Administration

• Maintain employee records within the Time & Attendance system, ensuring accurate setup of new starters.
• Create employee profiles, assign working schedules, and configure working hours.
• Issue and manage clock-in cards, access fobs, and associated employee identifiers.
• Maintain accurate records of company-issued assets and obtain employee acknowledgements.
• Ensure all payroll-related administration is completed accurately and within required deadlines.
• Support agency worker onboarding through the preparation and allocation of timekeeping credentials.

2. New Starter Administration & Onboarding

• Coordinate the end-to-end onboarding process for all new employees.
• Collect, review, and verify new starter documentation to ensure completeness and compliance.
• Conduct Right to Work checks and maintain supporting records in accordance with UK legislation.
• Prepare and issue employment documentation, including contracts, offer letters, confidentiality agreements, and statutory forms.
• Configure digital onboarding documents and support new starters through the completion process.
• Liaise with employees and line managers to ensure all onboarding activities are completed within agreed timeframes.
• Accurately input employee information, reporting lines, bank details, pay data, and holiday entitlements into HR systems.

3. HR Systems & Employee Records Management

• Maintain accurate employee records within HR systems, including Breathe HR and other internal databases.
• Ensure all personnel documentation is securely stored, traceable, and compliant with data protection requirements.
• Update employee information promptly to reflect changes in employment status, personal details, and contractual arrangements.
• Produce and maintain accurate HR records to support payroll processing, audits, and reporting requirements.

4. Compliance & Employment Legislation

• Monitor Right to Work documentation and visa expiry dates to ensure continued compliance.
• Proactively communicate with employees regarding expiring documentation and required renewals.
• Maintain audit-ready employee records and support compliance inspections when required.
• Ensure HR administration processes comply with employment legislation, company policies, and regulatory requirements.

5. Employee Support & HR Administration

• Act as a first point of contact for employee HR and administration queries.
• Provide prompt and professional support through email, telephone, and face-to-face interactions.
• Assist employees with access cards, fobs, attendance system queries, and general HR administration matters.
• Deliver excellent customer service while maintaining confidentiality and professionalism.

6. Operational & Business Support

• Provide flexible administrative support to the HR team and wider business as required.
• Assist with ad hoc projects and operational activities to support business objectives.
• Respond effectively to urgent and time-sensitive requests.
• Contribute to the continuous improvement of HR administration processes and employee experience.

Key Accountabilities

• Ensure accurate and timely completion of all onboarding and employee administration activities.
• Maintain 100% accuracy of employee records across HR and payroll systems.
• Support ongoing legal compliance relating to Right to Work and employment documentation.
• Deliver a high standard of customer service to employees and stakeholders.
• Safeguard confidential employee information and maintain data integrity.
• Support efficient HR operations through effective administration and process management.

QUALIFICATIONS, EXPERIENCE, TECHNICAL SKILLS / KNOWLEDGE

Previous experience in HR administration, payroll administration, or a similar administrative role.

Good knowledge of HR processes, employee onboarding, and Right to Work compliance.

Experience using HR systems, time and attendance systems, and Microsoft Office applications.

Strong administration, organisation, and record-keeping skills.

High attention to detail with the ability to maintain accurate and confidential employee records.

Good communication and customer service skills with the ability to support employees at all levels.

GCSEs (or equivalent) in English and Maths; CIPD qualification desirable.

CORE COMPETENCIES, ATTRIBUTES & BEHAVIOURS FOR SUCCESS

Values People

Demonstrates respect, fairness, and professionalism in all interactions with employees, candidates, visitors, and stakeholders. Promotes an inclusive and supportive working environment where confidentiality, dignity, and respect are maintained at all times.

People Focus

Provides responsive, professional, and customer-focused HR and administrative support to employees, managers, candidates, and external stakeholders. Demonstrates a genuine commitment to understanding and meeting people’s needs, delivering timely, accurate, and high-quality service that promotes employee engagement, positive working relationships, and stakeholder satisfaction.

Flexibility & Adaptability

Adapts effectively to changing organisational priorities, HR policies, business requirements, and workload demands. Remains positive and productive when managing multiple tasks, deadlines, and changing circumstances.

Initiative & Taking Ownership

Takes responsibility for assigned HR and administrative activities, ensuring tasks are completed accurately, efficiently, and within agreed timescales. Identifies opportunities for process improvements and proactively resolves issues while maintaining compliance with policies and procedures.

People Management

Builds effective working relationships across the organisation, demonstrating empathy, professionalism, and an understanding of employee needs. Supports managers and employees by providing guidance, coordinating HR processes, and fostering positive workplace relationships.

Analysis and Planning

The ability to take a range of information, think things through logically and prioritise work to meet commitments aligned with organisational goals

Confidentiality & Integrity

Maintains strict confidentiality of employee and organisational information. Handles sensitive data with discretion and acts ethically in all HR and administrative matters.

Attention to Detail

Produces accurate documentation, records, reports, and correspondence. Consistently checks work for completeness, quality, and compliance with organisational standards.

Organisation & Administration

Effectively manages records, schedules, meetings, and HR administration processes. Demonstrates strong planning and coordination skills to ensure smooth office operations.

Compliance & Policy Awareness

Understands and applies HR policies, procedures, employment legislation, and organisational guidelines to ensure compliance and reduce risk.

Pay: £32,000.00-£35,000.00 per year

Benefits:

• On-site parking

Education:

• GCSE or equivalent (preferred)

Licence/Certification:

• CIPD (required)

Work Location: In person