£25,000 to £26,000 WTE Dependent on Experience
An excellent opportunity has arisen to join our team at the Hospice as HR /Admin Support Officer. You will provide a professional, responsive and proactive generalist HR/Support Coordinator service for all our Managers and staff.
You will have substantial and up to date knowledge of HR practice, policy and processes. It will be a distinct advantage if you are qualified or currently working towards a Level 5 qualification.
This role also provides office/support services including liaison with the Buildings Manager regarding our premises maintenance; maintenance programme for two hospice vehicles; equipment and office supplies and in liaison with the CEO work with our IT service provider and service level agreement/IT developments.
If you are an organised, positive, proactive and empathetic team player who can bring initiative and enthusiasm to the role, we look forward to receiving your application.
Closing Date for Applications: Tuesday 21 January 2025.
Main duties of the job
The post holder will ensure that all HR/Administrative and Office support services are provided at the right time, ensuring the efficient running of the Administration Department.
About us
We are a registered charity serving the people of Rossendale who have a life limiting illness. We have a range of services which are free to patients, their family/carer(s) at the right time, in the right place.
We have a team of 60 employees: Clinical/Nursing Team; Counsellors/psychotherapists; Reception and Administration/Finance Team, Fundraising Team, supported by a large team of volunteers.
We all share the same passion in providing the best possible support and care to those who need our services.
Our vision
To positively influence a future in which everyone within Rossendale who accesses our services receives the best possible care and support.
Our values
Underpinning our vision we have three values: compassion, integrity, and excellence. Our staff and volunteers uphold these values, irrespective of their role.
We offer a company pension scheme, modern premises, free parking and are close to transport links.
Job responsibilities
Position: HR/Admin Officer
Reports to: CEO
Job summary: the post holder is expected to:
The post holder will manage and ensure that all Personnel, Administrative and Office Support services are provided at the appropriate time, contributing to the efficient running of the Administration Department.
Act as GDPR Information Asset owner for all HR data.
Key tasks / duties:
HR
Ensure that all personnel information is managed to reflect current information.
Liaise with the Finance Officer to ensure that all personnel changes are reported timely to meet payroll deadlines.
Arrange the recruitment of staff from placing adverts, receiving applications, arranging interviews, acquiring references, and completion of DBS checks, ID confirmation, and qualification verification. Complete post-interview paperwork and ensure effective induction.
Ensure annual appraisals take place and are recorded.
Book training courses for staff, travel and accommodation, and update HR files with training information.
Monitor and record sickness absence: receive GP Fit Notes and issue/follow up Return to Work forms.
Action any changes to existing contracts of employment seeking advice as necessary. Update the Staff Handbook (and associated policies) and provide general HR advice to Managers and staff.
Ensure HR files and records are kept up to date.
Monitor/retain staff insurance documentation for vehicle use.
ADMINISTRATION
To manage archive storage.
Prepare monthly signing in sheets, update weekly whereabouts sheet.
Central contact for reporting of IT issues.
OFFICE SERVICES
Liaison with Building Manager regarding maintenance of premises/progress and other work issues, central contact point for reporting of problems to building reception.
Manage maintenance programmes for Hospice vehicles and equipment.
Ensure stock of stationery supplies are available and procured from the best source.
Contact point for insurance related issues building, staff. Responsibility for forwarding claims and following up as necessary.
Management and distribution of daily post.
Person/professional:
To complete all mandatory training sessions.
At all times act as an ambassador for Rossendale Hospice in line with our Vision.
Engage in developmental training as agreed with the CEO.
Health and safety
Understand the fire regulations and actions to be taken in the event of a fire.
Report any incidents/adverse events in accordance with Rossendale Hospice policy.
Understand the principles of infection control and hand hygiene.
Have an understanding of the Safeguarding Children and Vulnerable Adults policy.
Key requirement of the role:
Full, current, valid UK driving licence.
Disclosure & Barring Service Check (formally known as Criminal Records Bureau) - Standard.
Additional Information:
This job description will be reviewed as part of the post holder's annual appraisal and is not intended to be a complete list of responsibilities. To meet the ever-changing needs of the service, you may be required to perform other duties to an appropriate level of your responsibility.
Safeguarding Children and Vulnerable Adults
All Hospice employees and volunteers are required to act in such a way that at all times safeguards the health and well-being of children and vulnerable adults. Familiarisation with and adherence to Hospice and Lancashire Safeguarding Children's/Adults Boards Safeguarding policies is an essential requirement of all employees and volunteers, as is participation in related mandatory training and safeguarding supervision.
Records Management/Data Protection Act
* As an employee of the Hospice, you have a legal responsibility for all records, including patient health, financial, personal and administrative, that you gather or use as part of your work. The records may be paper, electronic, etc.
* As an employee of the hospice, you are required to undertake Data Protection training annually and follow policy and procedures in your management of all data you have access to.
* You must consult your manager if you have any doubt as to the correct management of the records with which you work.
* You must report any breaches to the CEO or Clinical Services Manager at the earliest opportunity.
Person Specification
Qualifications
* English and Maths - Grade C or above.
* CIPD Level 5 or working towards.
* Experience of working in a similar role in a similar organisation.
Experience
* Significant recent HR administration experience (within last 2/3 years).
* Up to date knowledge of employment law and how to apply changes.
* Experience of providing HR advice to managers on a wide range of HR issues to managers and staff.
Skills/Abilities
* Proven competence in using Microsoft Office including Outlook, Word, Excel, and PowerPoint.
* Proven ability to manage own workload and use initiative to make service improvements.
* Ability to develop and update HR policies and procedures.
Personal Attributes
* Effective flexible and positive team player.
* Proven tenacity and confidence in problem solving.
* Excellent proven written, listening, and verbal communication skills.
* A proven interest in HR policy and practice.
* Proven ability to use tact and discretion whilst exercising confidentiality.
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.
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