Applications are invited for a highly motivated and organised individual to join the Human Resource Directorate. As Senior HR Administrator/PA you will work directly for the Deputy Director of Human Resources while also providing support to the wider senior leadership team.
As a highly skilled and experienced Administrator/P.A. you will provide a wide range of support using your strong verbal/written communication skills and high attention to detail and accuracy.
As an experienced Administrator/P.A. you will be used to managing confidential correspondence, highly sensitive matters and complex diary management. Your excellent interpersonal skills will enable you to deal with internal and external colleagues and stakeholder at all levels.
Interview Date - TBC
This role is vital in supporting effective functioning of the HR Directorate and the services it provides to the Trust which includes handling customer enquiries, coordinating meetings/events, providing administration support to the Deputy Director of HR.
Your adaptable approach, underpinned by a commitment and passion to deliver a first class service in an organisation which takes pride with its focus on staff engagement, development and wellbeing is essential.
The successful candidate who will ideally have worked within a HR environment, or be an experienced PA will be offered the opportunity to complete level 3 CIPD along with professional development opportunities.
Mersey and West Lancashire Teaching Hospitals NHS Trust serves a population of over 600,000 with a workforce of over 9000 dedicated and skilled staff across 21 sites.
We strongly believe that the communities we serve should all have access to Five Star Patient Care.
Our Services:
Acute Care
Providing emergency and maternity services at Whiston, Southport and Ormskirk hospitals, and medical and surgical specialties across all our sites.
Primary Care
Providing primary care services at Marshalls Cross Medical Centre situated in St Helens Hospital.
Community Services
Providing adult community services for St Helens and a wheelchair service in Chorley, South Ribble, and West Lancashire. Our inpatient unit at Newton Community Hospital is where patients needing acute hospital beds can continue rehabilitation, freeing up space for more unwell patients. We also provide urgent care at our Urgent Treatment Centre located in St Helens town centre.
Specialist Regional Services
We provide the Mersey Regional Burns & Plastic Surgery Unit at Whiston Hospital and the Spinal Injuries Unit at Southport Hospital to more than 4 million people across the whole of Merseyside, West Lancashire, Cheshire, Isle of Man and North Wales.
Achievements:
• Rated Outstanding by CQC Inspection August 2018
• Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
National Preceptorship Accreditation (2023) for Nursing & AHP Preceptorship Programme
KEY DUTIES
· Ensure good communication pathways are maintained within the respective teams, clients, and other stakeholders.
· Acts as an advocate for the Service.
· Production and delivery of highly sensitive and confidential letters, reports, presentations.
· Support and participate in regular team meetings.
· Support the Senior HR team in the administration of the review of policies and procedures and ensure they are communicated on the intranet as soon as they are approved by the appropriate committee.
· Provision of a full range of secretarial and administrative processes and procedures.
· Ensure diplomacy when liaising with senior personnel, Chief Executives, Directors, Board members and External stakeholders being sensitive to needs whilst maintaining a high level of professionalism.
· Ensure the effective organisation and prioritisation the Deputy Director of HR’s workloads to ensure that the arrangements for meetings are managed effectively, that relevant meeting material is available, and that workflow is scheduled to ensure deadlines are met.
· Support the Deputy Director of HR in the preparing of highly sensitive legal documentation, contracts, and agreements, including the selection process for senior management.
· Support the Directorate in the administration of risk management, information governance, audits, and the provision of evidence for e.g., CQC inspections.
· Support the Deputy Director of HR, Senior HR team in the provision of information ESR as required.
· Schedule formal meetings and take minutes at meetings as required. E.g., Workforce Council, Equality, Diversity & Inclusion Steering Group, and the Health & Wellbeing Steering Group.
· Manage/lead ad-hoc delegated projects as required, e.g., staff survey, long service awards and staff friend and family survey.
· Support the projects within the teams; ensuring administrative standards are met and version control optimised.
· Monitor and update timetables, governance plans, audits etc. ensuring that terms of reference are in date against review schedules.
· Initiate, manage and administer conferences and events for which the Deputy Director of HR has lead responsibility.
· Provide support across the full range of the Deputy Director of HR’s responsibilities including his/her responsibility for conducting an annual performance review of his/her direct reports include return to work after sickness.
· Manage a forward planning system to ensure that deadlines are met with other team members and colleagues in other teams.
· Assist Senior Management team with invoice/payment queries relating to purchase orders and goods received.
· Make and receive phone calls, being flexible and using initiative and judgement when handing enquiries. Act and provide feedback as appropriate, ensuring that appropriate messages are relayed and/or that appropriate action is taken.
· Work without supervision, responsible for organising own day to day work. Using sound judgement to seek advice or alert Managers to issues, particularly in the absence of the Deputy Director of Human Resources.
· Respond promptly to requests for information from within the organisation and from external bodies, patients, and the public, helping and feedback in a prompt and efficient manner.
· Execute the contract management process ensuring that the relevant person is advised of upcoming contract renewal dates and the appropriate meetings are arranged in a timely manner.
· Manage processes appropriately when coordinating visits to the Trust along with coordinating visits to external clients/Trusts arranging travel/hotel etc.
· Undertake supervision of and appraisals for junior administration team.
· Maintain and develop own knowledge and skills as planned through appraisal.
· Maintain an up-to-date confidential list of all appropriate contacts for the Directors.
· Gathering and extracting information from a range of sources
· Interpretation of data and analysis of information to assist with Client/Service reporting.
· Monitor issues through an issues/learning log.
Professional
· Take every reasonable opportunity to maintain and improve professional knowledge.
· Participate in personal objective setting and review, including creation of a personal development plan.
This advert closes on Wednesday 4 Dec 2024
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