JOB TITLE:  HR Manager  

REPORTING TO: Hospital Director  

AREA: People and Organisation

Company Profile: 

Linnaeus is a forward-thinking partnership of highly respected primary care and referral veterinary practices across the UK and Ireland, comprising some of the best veterinary professionals in the industry.  

We are all individual but two important things bring us together; a commitment to excellence in everything we do and our passion to make A BETTER WORLD FOR PETS. 

At Linnaeus we carefully select the practices we partner with to ensure the highest levels of patient care across our group. Together we provide a growing community of like-minded veterinary professionals who are passionate about what they do. We work with different types of practices, in every field of veterinary medicine, including small animal, farm and equine. 

We also have our Five Principles which form the foundation of how we do business today and every day and we put these at the centre of every decision we make. This means: 

• We are committed to Quality of work and contributions to society.

•  We embrace our Responsibility (as individuals and a company) to act now.  

• We base decisions on Mutuality of benefit to our stakeholders. 

• We harness the power of Efficiency to use our resources to maximum effect.  

•  We have the financial Freedom to make our own decisions, unrestricted by motivations of others. 

OVERVIEW 

The HR Manager will have a core focus to lead the people function at practice level. Offering support to practice leaders and Associates, ensuring all P&O activities harmonise with Linnaeus' strategic goals and objectives. This role involves a range of responsibilities, from managing the Associate life cycle, day-to-day P&O operational activities, wellbeing and engagement, to strategic projects. Working closely with the P&O Business Partner and the central P&O team is pivotal in delivering success to the business and the practice.  

This is a full-time permanent role of 37.5 hours per week based on site at Willows Veterinary Hospital and Referral Service.

 MAIN RESPONSIBILITIES AND DUTIES 

General 

• Championing the Mars Five Principles and Associate concept. 

• Promote Equity, Diversity, and Inclusion (ED&I) within the practice.

• Line management responsibility for practice-based HR/Ops Associate.

• Maintain/manage HR systems and records including absence, CPD and holiday records. 

• Overseeing and/or processing site payroll ensuring accuracy of data, working with Central Payroll to resolve queries. 

• Manage change and project management initiatives as developed by the central P&O Team. 

• Prepare P&O data reports for senior leaders and the P&O Business Partner.

• Adhere to confidentiality relating to all aspects of the business including complying with and assisting with all requirements relating to GDPR. 

Wellbeing, Engagement and Associate Development 

• Develop and lead on a comprehensive practice wellbeing plan that fosters a healthy work environment. 

• Provide information and signposting to Employee Assistance Programs (EAP), Mental Health First Aiders (MHFAs) in practice and the group MHFA directory, Vetlife and Headspace. 

• Manage the practices’ MHFA register. 

• Ensure the senior leadership team develop and lead on the practice engagement plan. Be the practice lead on the Mars Associate Survey. 

• Promote Linnaeus benefits, wellbeing and engagement initiatives.  

• Ensuring all Associates as part of the PDP  have meaningful conversations. 

• Collaborate with line managers on talent mapping, advising on developmental conversations, identifying flight risks. 

• Provide training and development to line managers on group wide initiatives, policies, procedures and systems. 

Recruitment and onboarding 

• Collaborate with line managers to develop comprehensive job descriptions and person specifications aligned to the Job Framework. 

• Work with line managers to ensure all job descriptions are kept up-to-date and relevant. 

• Advocate the refer a friend scheme and ensure it is accurately administered in practice. 

• Support the recruitment process by assisting with candidate screening, shortlisting, and participating in interview panels where required. 

• Ensure compliance checks are completed before Associate commences role, this includes right-to-work checks, driving license check where appropriate, qualifications and professional body verifications. 

• Processing documentation required for visa applications and managing changes to current visas in line with Home Office rules. 

• Develop and implement an onsite induction program, incorporating group materials and mandatory training requirements.  

• Facilitate internal job transfers, coordinate start dates with new practice, oversee the handover of relevant employment details including leave entitlement (annual leave and parental leave). 

Associate Relations (AR) 

• Alongside the central AR team, provide timely advice to practice leaders and Associates on terms and conditions of employment, policies, and procedures. 

• Advise on appropriate course of action in performance, conduct and capability matters, coaching or providing training to line managers on best practice. 

• Advise on investigations, provide support during disciplinary hearings and/or the appeal process.

• Assist line managers with flexible working applications and process. 

• Advise on maternity, paternity, adoption and Equal Family Leave. 

• Considering when mediation or working with the ombudsman is an effective recourse.

• Conduct exit interviews for all leavers at time of resignation. 

Absences  

• Ensure line managers conduct return-to-work meetings and carryout regular wellbeing check-ins. 

• Refer Associates to Occupational Health (OH) services when necessary. 

• Monitor absence levels and communicate to line managers when absence triggers are reached, providing support at absence review meetings.

• Manage long-term absence cases, supporting line managers in maintaining contact, adhering to absence management guidance, referring cases to OH and implementing reasonable adjustments.