Job overview
The HR Administrator will work as part of the HR Services Team, providing a high level of support and assistance in ensuring key activities are undertaken in an efficient and effective manner. The postholder will be responsible for overseeing and undertaking all HR compliance checks and will be expected to maintain efficient administration in these processes and ensure accurate recording of all data as well as provide higher level admin support. They will offer a customer focussed approach at all times, liaising with managers across all Divisions, Union Representatives and where necessary, external agencies.
The postholder will be expected to provide support and training to the HR Assistant within the HR Services team, under the direction of the Employee Relations Manager.
Main duties of the job
The HR Administrator will work as part of the HR Services Team, providing a high level of support and assistance in ensuring key activities are undertaken in an efficient and effective manner. The postholder will be responsible for overseeing and undertaking all HR compliance checks and will be expected to maintain efficient administration in these processes and ensure accurate recording of all data as well as provide higher level admin support. They will offer a customer focussed approach at all times, liaising with managers across all Divisions, Union Representatives and where necessary, external agencies.
The postholder will be expected to provide support and training to the HR Assistant within the HR Services team, under the direction of the Employee Relations Manager.
Working for our organisation
The Trust’s mission is ‘to put the patient first and deliver great care to every patient, every day’. Our priorities are to create a “one team, one trust” culture and focus on the delivery of the following five objectives to ensure we provide high quality, compassionate care to all of our patients:
·Delivering safe and effective care across our sites
·Creating a positive experience that meets the expectations of our patients, their families and carers
·Providing responsive care that delivers the right treatment, in the right place at the right time
·Being financially sustainable
· Working in partnership with our patients, commissioners, other health and care providers, local authorities, the voluntary sector, the NHS TDA, NHS England and Monitor in the interests of our patients and a sustainable local health and social care economy.
Detailed job description and main responsibilities
1.1 Compliance Checks
·Review and maintain monthly workforce reports to ensure that all mandatory working requirements continue to be met, including; right to work and professional registrations (NMC, HCPC etc) in line with Trust policies and legal requirements.
·Ensure that compliance checks are being undertaken correctly and in a timely manner and any breaches are escalated to the appropriate managers, ERA and ERM.
·Lead on the application of Certificates of Sponsorship (CoS) for any staff that may require this as part of their right to work.
2.2 HR services team – advice and support
·Act as one of the first point of contact for managers and members of staff at all levels dealing with their enquiries, providing information on a range of HR policies and procedures and NHS terms and conditions of employment
·Provide information to staff including managers on maternity leave, adoption, leave, paternity and shared parental leave calculating entitlements, in line with the Trust’s policy.
·Provide advice on the range of staff benefits available and signpost to relevant HR Teams for further information.
·Deal with escalated queries from the HR Assistant and other HR teams and provide accurate HR advice.
·Directing employees, managers to the appropriate ER Advisor/Team, if necessary where more complex ER advice is needed.
·Liaising and communicate effectively with colleagues and other departments, outside agencies, recording and communicating complex, controversial or sensitive information.
·Signposting staff to the Line Manager, SBS Portal or Employee Contractual Changes Team, for the resolution of pay and contract-changes enquiries.
·Communicating sensitive and confidential HR information in person, by telephone and in writing using tact, discretion and sensitivity.
·Build and maintain excellent working relationships within own team, with managers and staff.
·Responsible for training, instructing and supervising the HR Assistants on a daily basis, ensuring that the workload of the HR Services Team is managed effectively.
·Keeping up to date on Trust policies, national terms and conditions for Agenda for Change staff and basic employment legislation.
2.3 Administrative
·To lead on the Trusts Vacancy Control Panel (VCP), ensuring that the necessary jobs are sent to the panel and outcomes are updated onto the TRAC system.
·To oversee the coordination of the Trust’s Mediation Service and maintain accurate records for reporting purposes.
·To be responsible for requisition/purchase order requests, linking in with the Trusts procurement team as required.
·Support the HR Services Advisor and work closely with the HR Assistant (HR Services Team), responding to ER related ASK HR enquiries and data requests as needed.
·Provide cross cover during the annual leave and absence of colleagues as needed.
·Support members of the ER team with investigations and casework. Act as a coordinator on the day of hearings and ER team meetings, including organising papers, booking rooms, liaising with employees/witnesses as necessary.
·Organise and arrange disciplinary, appeal, grievance, and sickness absence hearings under the direction of the ER Managers/Advisors/Head of ER ensuring that all information sent to the various parties is accurate and complete and is dispatched in a timely fashion.
·Support the ER Manager with any ad hoc projects relating to compliance and Employee Relations.
·Assist the ER team with organisation and delivery of training events, including updating slides/handouts, recording attendance, issuing certificates in accordance with instructions provided.
·Type correspondence from copy typing and audiotapes, reports etc. Ensuring attention to detail, layout and presentation are of a high standard.
·Assist in the preparation of documents/reports/case papers for dissemination both within and outside the department/function.
·Organise electronic files ensuring that all information is correctly saved to the appropriate directory and in the correct format, regularly performing ‘house keeping’ tasks.
·In conjunction with the other Team members to develop, improve, and maintain administration systems and procedures.
·Support the maintenance of the HR pages on the Trust intranet and the HR shared drive ensuring that documents/folders etc. are up-to-date and regularly archiving old versions of documents.
·Produce HR related reports as required utilising ESR or departmental databases.
·Assist the team in collating the required information for FOI and SAR requests and respond within the required timeframe
General duties
Ensure all documentation is processed and stored in accordance with departmental standards.
·To work collaboratively with colleagues in the ER team as an active team member, assisting in the induction of any new team members.
·Demonstrate a customer focused approach at all times, actively promoting a positive image of the HR Services/ER team.
·To undertake such duties as may be required from time to time as are consistent with the responsibilities of the banding and the needs of the service.
·Answer all telephone and email queries promptly and effectively, managing queries accordingly.
·To cover the work of the other team members as required.
Person specification
Qualifications and Training
Essential criteria
1. Educated to A Level or equivalent knowledge gained through experience Evidence of equivalent relevant professional work experience and continuing professional development
2. Extensive experience in an administrative role Experience of working in a customer focussed first line support role Experience of working in a large and complex organisational environment, either in the public, private or voluntary sector Experience of being able to balance competing priorities.
Desirable criteria
3. CIPD Level 3 or equivalent qualification
4. Experience of working for an NHS Trust Experience of using Electronic Staff Record (ESR) system, Health roster HR compliance Experience
Experience
Essential criteria
5. Extensive experience in an administrative role Experience of working in a customer focussed first line support role Experience of working in a large and complex organisational environment, either in the public, private or voluntary sector Experience of being able to balance competing priorities.
Your application : Please ensure that you have read the job description and person specification and that your supporting statement reflects these, as your application will be assessed and scored against these criteria.
References : You will be required to provide 3 years of employment/educational history. We do not accept references from personal email addresses such as Hotmail, Gmail etc. therefore please ensure you are providing professional working email addresses within your application form. If you are unable to provide professional email addresses and are invited to an interview, please ensure you advise the interviewers of this - otherwise, this may delay your pre-employment checks.
Closing date : In order to streamline recruitment within our Trust, we reserve the right to expire vacancies prior to the advertised closing date once we have received a sufficient number of applications.
Shortlisting : You will only be contacted via e-mail/SMS by the SWL Recruitment Hub if you are successfully shortlisted for this post. Please ensure that you check your Trac registered e-mail regularly.
DBS : We are committed to safeguarding children and adults who are at risk of abuse. As such, if this post will have access to children or vulnerable adults, you will be required to undertake an Enhanced Disclosure and Barring Service check. However, all employees have a responsibility for safeguarding children and vulnerable adults in the course of their duties and for ensuring that they are aware of the specific duties relating to their role.
______________________________________________________ Disability Advice Line: SWL Recruitment Hub is committed to promoting equity and equal opportunities for individuals with disabilities. We believe that greater diversity and inclusion will lead to an even more positive impact on the people we serve. For support with job opportunities and reasonable adjustments contact our Confidential Disability Advice Line at: Telephone: 02082963786 Text: 07501066267 Email: @. Our confidential answering service is available after 5pm.______________________________________________________
Employer certification / accreditation badges
Documents to download
Further details / informal visits contact
NameSusan AliJob titleEmployee Relations ManagerEmail address@Telephone number07584203169