Job Description - Staff Administrator

Staff Administrator

Main purpose of the role:

 

The Staff Administrator is responsible for the co-ordination of all aspects of staffing.

Advertising and recruitment:  the generation of job advertisements and the placement of these in appropriate media.

Contracts:  Ensuring all staff have appropriate individual employment agreeements and that these are kept up to date.

Review:  Co-ordination and conducting of annual appraisals.

Wages:  Management of the wages system, payment of staff.

Rostering:  Ensuring that key roles are covered either by internal or locum staff.

Wellbeing:  Above all, the staff manager is responsible for the wellbeing of the staff, their health and their happiness as employees.

 

 

 

 

Key Tasks

Standards/Outcomes Expected

1

 

Legal Requirements

 

 

1.1

Contracts

Ensure all employees have a current IEA or contract in accordance with current legislation.

Ensure all temporary staff have completed an appropriate declaration of their status and confidentiality agreement before commencement of work.

 

1.2

Compliance

Ensure that all staff have appropriate registration, police checks, and insurance, in accordance with their contracts.

 

1.3

Legislation

Remain current with appropriate employment law and ensure that significant changes are actioned appropriately.

2

 

Payroll

 

 

2.1

Payments

All staff payments are correct and made in a timely manner.

The electronic payroll software is updated iin line with instructions.

 

2.2

Variations

Significant variations to pay must be discussed with the Financial Director.

 

2.3

Kiwisaver

Ensure all staff are advised of the benefits of kiwisaver and encouraged to enrol in the scheme.

Legislation surrounding Kiwisaver should be complied with.

3

 

Rostering

 

 

3.1

Leave

All staff leave is correctly recorded and accounted for in the payroll system.

Staff leave is approved where possible, but the needs of the practice must also be met.

Where there may be difficulties obtaining cover, the Clinical Director is informed as soon as possible and kept informed of developments.

 

3.2

Maintain Rosters

Staff should have a clear understanding of when they are expected to be at work.

Rosters are maintained with due consideration of staff personal needs.

 

3.3

Appointment Books

PMS appointment books are maintained accurately, to ensure that reception and other staff are able to make appointments for patients with confidence.

 

 

 

 

5

 

Support

 

 

5.1

Staff Support

Ensure that the general needs of the staff are being met.

Report any concerns to the Financial Director or Clinical Director as appropriate.

6

 

Appraisal

 

 

6.1

Staff Appraisal

Ensure staff appraisals occur in a timely manner.

Prepare staff for appraisal with appraisal forms and appropriate documentation.

Where appropriate, conduct staff appraisals.

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