PortmanDentex
Admin Assistant
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Company Description
PortmanDentex is a leading dental group where your skills and ambitions make a real difference. We support over 370 practices across the UK and Ireland. We’re united by a passion for great dentistry, putting patients first and helping each other grow both at work and beyond.
Job Description
The Admin Assistant – People Services is responsible for all administration associated with onboarding candidates, from offer through to the end of their probation period. Developing new and existing administrative processes and tools to ensure streamlined, consistent and centralised administration procedures across the department. Actively promote a culture of best practice and consistency in all administration areas, and provide a first-class service to our practices across the group.
Hybrid: The Port, Cheltenham
Key Accountabilities
New Starters
- Enhance new starter experience via timely responses to candidate queries
- Issue access to the DBS checking system and support candidates through the application process
- Ensure all necessary documentation is in place for each colleague to start their role, in line with regulations (e.g. GDC certificate, DBS checks, Hepatitis B immunisation certificates)
- Ensure each new starter has the right to work in the UK by obtaining copies of passports and visas and carrying out regular audits
- Ensure all HR paperwork is correctly filed in accordance with HR and data protection policy, maintaining CQC compliance
- Upload all candidates to Radar and ensure compliance information is maintained throughout the onboarding process
- Request references for colleagues, proactively chase outstanding references, escalate concerns where appropriate, and respond to reference requests for previous colleagues
- Liaise with Line Managers to confirm start dates and manage expectations, ensuring no colleague starts work without the correct documentation in place
- Ensure all relevant internal stakeholders, including IT, Facilities and Payroll, are notified of new starters
- Send scheduled communications to new starters to support their onboarding journey
- Monitor probation review dates, liaise with Line Managers and confirm probation outcomes to colleagues
- Create and maintain manual and electronic HR files, ensuring all required documentation is stored appropriately
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Payroll
- Load all new starters onto the payroll system accurately and complete all required checks
- Provide colleagues with self-service access to the payroll system
- Ensure new starters are automatically enrolled into the Company pension scheme
- Act as the first point of contact for day-to-day pension queries
HR Administration
- Act as a People Ambassador, responding to general HR queries from managers and supporting understanding of people policies and processes
- Manage electronic People files, ensuring documentation is stored correctly and regular file maintenance is completed
- Undertake ad-hoc administration duties as required, identifying areas for improvement and proposing practical solutions
Administrative Development
- Continually review template letters, proposing improvements to ensure language reflects company culture and content remains legally accurate
- Develop and update user-friendly tools to support managers with People processes, including new starter and leaver forms, inductions, recruitment and training requests
- Support future People projects by contributing ideas and assisting with implementation, including People systems, onboarding processes, absence management systems and colleague surveys
Qualifications
We welcome your application to our Admin Assistant – People Services vacancy if you have the following qualifications and skills:
Skills and Experience
Essential
- Proven experience in an administrative role within HR or a related function
- Thorough understanding of payroll, HR administration processes and the employee lifecycle, with the ability to work independently
- Good standard of education, including GCSE (or equivalent) passes in English and Maths
- Excellent customer service skills with the ability to respond to colleague queries quickly and efficiently
- Strong problem-solving skills, with the confidence to evaluate options and provide effective solutions
- Strong organisational skills with the ability to prioritise workload effectively
- Excellent verbal and written communication skills
- Adaptable, flexible and comfortable working in a changing environment
- Strong attention to detail and commitment to maintaining accurate records
Desirable
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- Experience supporting a multi-site client base
- Experience within the dental industry
- Experience using People systems, such as HR databases or flexible benefits platforms
- CIPD entry-level qualification (e.g. CPP)
Personal Attributes
- Integrity and strong values, demonstrating commitment to the PortmanDentex Vision and Values
- Acts as a culture carrier, treating colleagues, patients and visitors with respect
- Maintains high standards and acts as an ambassador for PortmanDentex
- Positive, enthusiastic and honest approach to work
- Committed to continuous learning and professional development
- Motivates self and others to achieve organisational success
- Works in accordance with Company policies, Code of Conduct and Health & Safety requirements
- Maintains a positive attitude towards work and the workplace
- Champions the organisation and promotes a positive employee experience
Additional Information
In addition to a competitive basic salary, our benefits also include:
- Wellbeing Support: 24/7 Employee Assistance Programme and GP service plus an in-house Mental Health First Aider programme
- Additional Reward: Bonus scheme based on business performance
- Extra Leave: Birthday off and option to buy 3 more days
- Family Support: Enhanced maternity/paternity leave
- Financial Security: Life assurance and pension scheme
Application process
When you click apply, we'll need your CV and contact details, along with the answer to four quick questions and your application will be complete! You'll get a response as quickly as we can, whatever the outcome of your application.
Ready to join us? Click apply to take the next step in your career
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Additional Information
We are an equal opportunity employer and value diversity, equity and inclusion in our workplace. We are committed to creating an environment of mutual respect and are dedicated to providing equal employment opportunities regardless of race, religion or belief, sex, sexual orientation, gender reassignment, pregnancy or maternity, marital or civil partner status, disability, age, or nationality.
Contract Type: Fixed Term Contract / Temporary
PortmanDentex Location: The Port - Cheltenham
Vacancy Type: Central Functions
Department: People
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