Job summary As a key member of the Workforce Team you will play a vital role in providing a HR service across the organisation. This role will suit an experienced administrator who thrives in a dynamic environment and responds well to challenges. The postholder will support the day to day activities of the HR team, ensuring all tasks are completed to a high standard in a timely manner. We are currently implementing a new Applicant Tracking System which modernises our recruitment and selection processes, to support managers in recruiting staff with the knowledge and skills to support the patient care that we are so rightly proud of. One of our key strategic aims is being an employer of choice, with a highly motivated workforce, who are supported through learning and development opportunities and investment in their learning and personal development. You will be the first point of contact supporting managers and employees with HR related queries within the scope of the role. This is a role where two days are never the same and that you have the opportunity to deliver exceptional levels of customer service to our staff. As an organisation the Hospice values the contributions that all staff make and offer opportunities to access in-house development and support where this is identified in our staff development and appraisal process. Main duties of the job We are looking for an Administrator to join our friendly Workforce Team. Previous experience of working in a fast paced HR role would be advantageous The post holder is responsible for providing a comprehensive and confidential administrative service to support the running of the HR service in conjunction with the HR Advisor. Supporting managers with the recruitment and selection process is a key responsibility of the role. Liaising with potential new employees, with regards to the recruitment and selection and on-boarding process is a major part of the role and thereforeexcellent levels of communication are essential. Ensuring that all monthly HR paperwork is submitted to payroll in accordance with payroll timeframes is also a big part of the role. Acting at the first point of contact, you will support managers and employees with queries on terms and conditions of employment and provide training and support with the use and queries on the HR System SMI and maintaining up to date and accurate electronic and manual HR records. The successful candidate will have a broad range of administrative skills, excellent communication, team working, organisational and prioritisation skills are essential attributes for this role, and be competent in the use of IT systems including Microsoft Office Flexibility, responsibility, and professionalism are key, as are the abilities to uphold our values of being: Compassionate, Accountable, Respectful, Equitable and Sustainable. About us Wirral Hospice St Johns has a 40-year history of supporting the residents of Wirral who have incurable life limiting illness. Support is delivered by multi professional teams in our Inpatient unit, Outpatient, Wellbeing and Hospice at Home services. The hospice benefits from being an independent charity allowing flexibility and creativity in design and delivery of services whilst being firmly integrated with key local NHS providers. We are committed to developing our staff to ensure our workforce is motivated and equipped to deliver what is expected of them in a compassionate and competent manner through apprenticeships, formal training, and workplace experience. Some of the benefits that we can offer to the successful candidates include continuation of NHS Superannuation Pension Scheme, free parking, enhanced occupational health services, an employee assistance program, 27 days annual leave plus statutory bank holiday, and an enhanced company sick pay policy. If you would like to find out more about this opportunity before applying, please contact Jane Bohan, Director of Workforce: 0151 334 2778 email: hrwirralhospice.org Date posted 22 October 2024 Pay scheme Other Salary £24,071 to £25,674 a year Contract Permanent Working pattern Full-time Reference number B0245-24-0016 Job locations Wirral Hospice St. Johns Mount Road Higher Bebington Wirral Merseyside CH63 6JE Job description Job responsibilities 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 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 (request and chase 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 MOTs 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. This includes inputting joiners and leavers onto the system, submitting end of year annual returns and processing online pension applications, and dealing with any queries raised. 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 Johns has a responsibility to ensure that all children / young people and adults are adequately safeguarded and protected and that Safeguarding is Everyones 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 Johns 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 Johns 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. Safeguarding Wirral Hospice St Johns has a responsibility to ensure that all children/young people and adults are adequately safeguarded and protected and that Safeguarding is Everyones 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 Johns 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 Johns 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 persons 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 Johns 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 hospices 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. Job description Job responsibilities 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 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 (request and chase 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 MOTs 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. This includes inputting joiners and leavers onto the system, submitting end of year annual returns and processing online pension applications, and dealing with any queries raised. 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 Johns has a responsibility to ensure that all children / young people and adults are adequately safeguarded and protected and that Safeguarding is Everyones 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 Johns 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 Johns 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. Safeguarding Wirral Hospice St Johns has a responsibility to ensure that all children/young people and adults are adequately safeguarded and protected and that Safeguarding is Everyones 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 Johns 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 Johns 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 persons 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 Johns 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 hospices 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 Experience Essential Working in a HR environment and/or administrative environment based Computer skills and awareness of electronic HR Systems Dealing with people face to face. Data reporting Working within a confidential environment Desirable The ability to introduce, develop and maintain support systems Basic understanding of Employment Law Legislation KNOWLEDGE & UNDERSTANDING Essential 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. SKILLS & ATTRIBUTES Essential Good communication skills, both 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. Qualifications Essential General level of education e.g. GCSEs to include Maths and English Desirable CIPD Level 3 Foundation Certificate in People Practice Person Specification Experience Essential Working in a HR environment and/or administrative environment based Computer skills and awareness of electronic HR Systems Dealing with people face to face. Data reporting Working within a confidential environment Desirable The ability to introduce, develop and maintain support systems Basic understanding of Employment Law Legislation KNOWLEDGE & UNDERSTANDING Essential 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. SKILLS & ATTRIBUTES Essential Good communication skills, both 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. Qualifications Essential General level of education e.g. GCSEs to include Maths and English Desirable CIPD Level 3 Foundation Certificate in People Practice Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Employer details Employer name Wirral Hospice St John’s Address Wirral Hospice St. Johns Mount Road Higher Bebington Wirral Merseyside CH63 6JE Employer's website http://www.wirralhospice.org/ (Opens in a new tab)