Job Profile
Job Information
Job Title: Human Resources Administrator (Workforce)
Hospice Pay Band: Band 3
Accountable to: Director of Workforce
Responsible to: Director of Workforce
Location: Wirral Hospice St Johns, Higher Bebington
Job Summary
The post holder will work within the culture and values of the hospice in the provision of specialist palliative care by providing administrative support within the Workforce Team.
The post holder is responsible for providing a comprehensive and confidential administrative service to support the day-to-day running of the HR service in conjunction with the HR Advisor.
The HR Administrator is responsible for advising on queries on recruitment and terms of conditions of employment, and providing support and assistance to managers and employees on the HR system, as well as maintaining up-to-date and accurate electronic and manual HR Systems.
Key Responsibilities
Main Duties
Recruitment:
Completing all administrative tasks relating to the recruitment process, including but not limited to:
* Working with the Recruiting Managers to ensure all recruitment vacancies are advertised in a timely manner.
* Manage all applications received, and prepare information for shortlisting.
* Arrange interviews, and support where required.
* Action pre-employment checks for successful candidates including references, DBS checks, Occupational Health and right to work in UK checks.
* Produce offer letters of employment, based on agreed terms and conditions of employment.
* Collect and collate data relating to every round of recruitment.
* Liaising with the relevant recruiting manager, arrange starting arrangements for new employees.
* Prepare contracts of employment once start date has been agreed.
* Liaise with Income Generation Team to ensure that all Hospice vacancies are advertised on the website.
HR Administration:
Completing all administrative tasks relating to HR but not limited to:
* To observe a high level of confidentiality and demonstrate respect for all individuals regardless of circumstances or matter in hand.
* Prepare paperwork for monthly payroll relating to pay, terms and conditions of employment and sick pay entitlement in line with agreed timeframes.
* Support the Director of Workforce to ensure that any changes to employee working hours are updated on the organisational Establishment Plan.
* Maintain up-to-date records relating to all areas of HR activity, including sickness absence, individual staff files, and records.
* To follow up three yearly/annual on-line DBS checks and annual professional registration checks, car insurance and MOT’s for people using their cars for business use.
* To administer the probationary review process working with relevant departmental managers ensuring relevant paperwork is completed and employees written to.
* To respond to all incoming reference requests.
* To order uniforms for all new employees.
* Support the HR Advisor in conducting the HR element of induction process for new employees as required.
* Undertake minutes of formal meetings as required.
* Advise managers of employees absence in line with hospice policy and keep employees updated if their pay changes during periods of absence.
* Support the Director of Workforce with all administrative tasks in relation to NHS Pensions on Line in accordance with statutory guidelines.
* Produce annual data to be submitted to the Life Insurance scheme.
* To support the HR Advisor with the co-ordination of the annual Long Service Awards event, and the Breakfast with the Chief Executive event for new employees.
* To produce name badges for new employees.
* To administer the process for leavers exit interviews, working with line managers to ensure that exit interviews are conducted and that completed forms are returned to HR for records to be updated.
* To produce monthly and quarterly key performance indicator information in conjunction with HR Advisor.
* Manage supplies of stationery as required.
Workforce Systems:
• To administer and process all aspects of the HR system, ensuring it is up to date at all times.
• To administer passwords and logins for members of staff on the system.
• To be the first point of contact for any training support required for employees/managers.
• To liaise with SMI to deal with any queries outside of own area of expertise in a timely manner, ensuring best possible service to employees.
• Ensure compliance with GDPR in relation to personal data.
• Produce adhoc reports as requested to line managers and employees.
Governance:
Adherence of policies/procedures, which are applicable to Clinical Support Administrator (Inpatients) role.
To observe the provisions of and adhere to all Hospice policies and procedures.
To participate actively in the annual performance review to identify personal development needs.
To attend or undertake online Hospice Statutory and Mandatory training sessions as required and any other training courses relevant to the post.
Wirral Hospice St John’s has a responsibility to ensure that all children / young people and adults are adequately safeguarded and protected and that “Safeguarding is Everyone’s Business”.
Consequently, all staff are required to adhere to national and local safeguarding policies/procedures and to act upon any concerns in accordance with them.
To be aware of the confidential aspects of the post. To keep up to date with the requirements of information governance, undertake mandatory training and follow Hospice policies and procedures to ensure that hospice information is dealt with legally, securely, efficiently and effectively. Breaches of confidentiality will result in disciplinary action, which may involve dismissal. You must maintain the confidentiality of information about service users, staff and organizational business in accordance with the Data Protection Act 1998 and Caldicott principles.
Infection Control:
Wirral hospice St John’s has a responsibility to ensure that patients and staff are protected and that they follow the infection control guidelines in their areas of work.
All staff must maintain updated knowledge of infection Prevention Control policies & procedures.
Organisational Philosophy of Care, Purpose, and Values:
Wirral Hospice St John’s aims to offer care and support for patients and their families living with a life limiting illness based around what is important to them. It endeavours to meet the holistic needs of our patients – physical, psychological, social and spiritual needs and support their loved ones and carers without discrimination.
Wirral Hospice St John’s CARES
So that we can deliver on our Philosophy of Care and Purpose the Hospice has developed the following Values which we uphold in all that we do.
Compassionate: To care for and support patients, families, colleagues and the wider community with compassion and understanding.
Accountable: To be accountable for our own actions and decisions, and to hold each other to account.
Respectful: To treat others with respect throughout all interactions, acknowledging and considering differing opinions.
Equitable: To act in an equitable manner for all, ensuring that individual needs are considered and supported.
Sustainable: To manage our resources efficiently, optimising use and value, whilst minimising waste.
Safeguarding: Wirral Hospice St John’s has a responsibility to ensure that all children/young people and adults are adequately safeguarded and protected and that “Safeguarding is Everyone’s Business”. As a consequence, all staff are required to adhere to national and local safeguarding policies/procedures and to act upon any concerns in accordance with them.
Equality and Diversity: Wirral Hospice St John’s has given its full commitment to the adoption and promotion of the key principles of equality and diversity of equal opportunities contained within current legislation and the Wirral Hospice St John’s Equality Policy.
Health and Safety:
It is the duty of every employee to work in such a way that accidents to themselves and to others are avoided, and to co-operate in maintaining their place of work in a tidy and safe condition, thereby minimising risk. Employees will, therefore, refer any matters of concern through their line manager. Similarly, it is each person’s responsibility to ensure a secure environment and bring any breaches of security to the attention of their manager.
Confidentiality:
In the course of your duties, you will have access to confidential material about patients, members of staff or other hospice business. On no account must information relating to identifiable patients be divulged to anyone other than those authorised persons, for example, medical, nursing or other professional staff, as appropriate, who are concerned directly with the care, diagnosis and or/treatment of the patient. If you are in any doubt whatsoever as to the authority of a person or body asking for information of this nature, you must seek advice from your manager. Similarly, no information of a personal or confidential nature concerning individual members of staff should be divulged to anyone without the proper authority having first been given.
General Data Protection Regulations (GDPR):
Wirral Hospice St John’s is required to process personal data relating to its employees, including ‘special categories of personal data’, as defined in the General Data Protection Regulations 2018 (the ‘Act’). All such data will be processed in accordance with the provisions of the Act and the relevant hospice’s policies. For the purposes of the Act, the term ‘processing’ includes the initial collection of personal data, the holding and use of such data, as well as access and disclosure, through to final destruction.
Other:
This job description is intended to provide an outline of the duties and responsibilities of this post, it is not exhaustive and may be modified and developed periodically following discussions between the post holder and the relevant line manager.
PERSON SPECIFICATION
Job Title: Human Resources Administrator (Workforce)
Hospice Pay Band: 3
Accountable To: Director of Workforce
Responsible To: Director Workforce
EssentialDesirableEvidence
QUALIFICATIONS CIPD Level 3 – Foundation Certificate Application Form/certificates
General level of education e.g. in People Practice /Interview GCSE’s to include Maths and English
EXPERIENCE &Application Form /Certificates
ATTAINMENTS Working in a HR environment and/or The ability to introduce, develop and /Interview
administrative environment based maintain support systems
Computer skills and awareness of Basic understanding of Employment
electronic HR Systems Law Legislation
Dealing with people face to face.
Data reporting
Working within a confidential environment
SKILLS & ATTRIBUTES Good communication skills, both Application Form /Interview
verbal and written.
Ability to work on own initiative.
Ability to work as part of a team.
Organisational skills
Time management skills
Effective interpersonal/communication skills.
KNOWLEDGE &Application Form /Interview
UNDERSTANDING Promotes organisational values.
Ability to think when under pressure.
Ability to produce work of high quality.
Good personal organisational skills
Good interpersonal skills
Ability to prioritise work.
Ability to work as part of a team.
Ability to handle confidential matters.
Flexible to support all roles within the team.
OTHER REQUIREMENTS
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