HR & Recruitment Assistant

Job description

Job responsibilities

To provide a comprehensive administrative service in the employee life cycle & support the day to day running of the HR and Recruitment Service.

To support all aspects of the HR function including policy implementation, documentation, operational guidance, compliance requirements, HR Systems and record keeping.

To provide a full administrative service to support all stages of the Employee experience at St Lukes including recruitment, selection, induction, performance, development, attendance and exit.

To be responsible for our HR System and Blue Stream E-Learning platform data inputting, maintenance and as a means of reporting key HR workforce data.

To seek out and contribute to improvements to the HR function and the service it provides.

KEY TASKS AND RESPONSIBILITIES

Recruitment/On-boarding

To take a key role in the recruitment and selection process by:

Supporting the development of key documents and processes e.g. Job Descriptions, Person Specifications, Job Advertisements, placing of adverts and supporting information.

Creating and sending out recruitment packs.

Responding to queries from managers, potential applicants and new starters.

Collating applications for shortlisting and ensuring the correct paperwork is completed.

Supporting the interview process, including arranging and attending interviews where required.

Undertaking all pre-employment checks against agreed standards.

Drafting offer letters and contracts.

Adding all new starters to the HR system, ensuring all data is input accurately.

To support the on-boarding process by:

Maintaining contact with all new starters from their appointment to the end of probation, ensuring a positive on-boarding experience.

Ensuring all new starters receive a thorough induction and that the relevant paperwork is completed by line managers.

Completing check-ins with recent new starters, to ensure any concerns can be addressed quickly.

Administering probation reviews, ensuring these are completed on time and raising any concerns to the HR Manager.

Administering new starter surveys to gather feedback and reporting the results to the HR Manager.

Training and Development

Support the annual appraisal process, to include:

- Administering the process within the SafeHR system.

- Regularly reporting completion rates to the HR Manager.

- Supporting line managers and employees with any queries.

- Assisting with training where required.

- Collating training needs information.

Administer the Bluestream e-learning system used for statutory and mandatory training, reporting on completion rates as required by the HR Manager.

Maintain a record of training needs across the Hospice, to support with the budgeting process.

Support the HR Manager with succession planning activities, to include maintaining up to date documents and supporting with associated actions.

Support the HR Manager with internal training sessions, to include arranging sessions, managing attendees and the creation of training materials.

HR Advice/Employee relations

Support the HR Manager with employee relations casework, to include record-keeping, taking notes, arranging meetings and supporting line managers in investigation meetings.

To support the absence management process, to include:

- Ensuring all absences are recorded accurately in the HR system

- Ensuring fit notes are received for all absences when required, following up with line managers as necessary

- Provide advice to line managers and employees in relation to the absence policy.

- Maintaining a log of long-term absence.

- Running absence reports as required.

- Supporting line managers with absence meetings.

- Liaising with Payroll to ensure staff are paid correctly during periods of absence.

Act as a first point of contact for any HR queries and signposting to relevant HR policies and procedures, escalating to the HR Manager where necessary.

Payroll

To act as a key contact for our outsourced payroll service, providing information to them and managing queries against set monthly deadlines.

Ensure all pay information is recorded accurately in the HR system and that payroll reports are accurate.

To review timesheet submissions to ensure accurate data is submitted to payroll.

Notify payroll of any new starters, leavers or changes.

To support with the annual pay review process.

Support line managers and staff members with any pay queries, liaising with payroll as required.

Administer benefits, including pensions and the Medicash portal.

Ensure any pay errors are reported to the HR manager and Finance manager as soon as possible, raising an incident form where appropriate.

Liaise with the Finance Manager to ensure accuracy of information.

General Duties

Inputting data into HR systems, ensuring data is accurate and up to date at all times.

Produce a monthly HR MI data pack, using reports from the HR system.

Ensure all HR forms are up to date and accessible by employees and line managers.

Administer compliance checks relevant to the health sector, including staff NMC/GMC professional registrations and DBS renewals.

Send letters to staff as required, for example, to confirm changes to terms and conditions.

Support with the creation and review of HR policies and procedures, including the formatting of documentation.

Ensure personal files are kept up to date at all times, in line with GDPR requirements.

Draft letters and other documentation, as required by the HR Manager.

Monitor annual leave usage, providing reports to managers as required.

Ensure the employee and manager handbooks and user guides are regularly reviewed and kept up to date.

Processing leavers and carrying out exit interviews.

Support the HR Manager with employee focus group meetings.

The creation of HR/wellbeing newsletters, with guidance from the HR Manager.

Support the HR Manager with the administration of staff surveys.

Maintain a wellbeing calendar and support the HR Manager with the implementation of wellbeing initiatives.

Undertake the full range of general administrative duties, including scanning, filing, photocopying, processing invoices, ad hoc reports and other duties as required.

To assist the HR Manager with HR projects as required.

Health & Safety & Security

Under health and safety legislation, everyone has a legal responsibility for their own welfare and for the health and safety of others and to co-operate in maintaining their place of work in a tidy and safe condition, thereby minimising risk. The Hospice has a Health & Safety Policy which applies to all staff.

Similarly, it is each persons responsibility to ensure a secure environment and bring any breaches of security to the attention of their manager.

Equal Opportunities

St Lukes Cheshire Hospice has given its full commitment to the adoption and promotion of the key principles of equal opportunities contained within current legislation and St Lukes Cheshire Hospice Equality & Diversity Policy.

Confidentiality

In the course of your duties, you will have access to confidential material about members of staff, volunteers, other hospice business and patients. The Hospice has Data Protection Policy which applies to all staff.

Safeguarding

St Lukes Cheshire Hospice is committed to safeguarding adults and children and expects all staff to share in this commitment. Staff have a responsibility to ensure that they are aware of specific duties relating to their role and should familiarise themselves with the Hospices Safeguarding Policies. Safeguarding training is mandatory for all staff.

This job description may vary from time to time according to the needs of St Lukes (Cheshire) Hospice.

This job description is not exhaustive and is subject to review in conjunction with the post holder and according to future changes/developments in the service.

Person Specification

Qualifications

Essential

• Good general standard of education, particularly English and Maths.

Desirable

• CIPD level 3 certificate, or equivalent

Skills and Aptitudes

Essential

• Ability to work well under pressure and maintain accuracy of work.
• Well organised with the ability to prioritise.
• Effective team player with excellent interpersonal skills.
• A good eye for detail and able to ensure accuracy of data.
• Able to display the highest levels of integrity, honesty and confidentiality.
• Able to work on your own with minimal supervision when required.
• Excellent verbal and written communication skills.
• Able to deal with emotionally challenging situations professionally and with empathy.

Experience

Essential

• Experience in a similar administration role.
• Experience of drafting letters/documentation to a high standard.
• Experience of data inputting with levels of high accuracy.
• Experience of working with sensitive and confidential information.
• Experience of administering systems, including data input and running reports.
• Experience of liaising with a number of different stakeholders across an organisation.
• An understanding of data protection principles.
• A good working knowledge of Microsoft packages, particularly Outlook, Word and Excel.

Desirable

• Experience in a HR/ Recruitment administration role.
• Experience in the health/care sector.

Other Requirements

Essential

• Some flexibility where required to meet the needs of the role

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

St Luke’s (Cheshire) Hospice

Address

Grosvenor House

Queensway

Winsford

Cheshire

CW7 1BH

Employer's website

https://www.slhospice.co.uk/ (Opens in a new tab)