Job summary
Are you an organised and customer-focused administrator looking for a varied and rewarding role?
Do you enjoy working with systems, solving queries and helping colleagues find the information and support they need?
Are you detail-focused, proactive and motivated to ensure processes run smoothly and accurately?
If so, we may have the right role for you.
We are looking for a People & HR Systems and Workforce Assistant to join our friendly People & HR Team, where you will play a key role in supporting staff and managers, maintaining HR systems and helping coordinate the organisation's training activity.
This varied role provides administrative support across HR systems, payroll processes, workforce reporting, and staff training coordination. You will act as a first point of contact for employees and managers, providing guidance on HR systems such as ESR, HealthRoster, and EasyPay, while supporting the effective delivery of the organisation's training programme.
You will play a key role in ensuring our systems, data, and processes are accurate, efficient, and responsive, helping colleagues across the organisation access the support and information they need.
If you enjoy working with systems, solving problems, and supporting colleagues, we would love to hear from you.
Main duties of the job
In this role you will:
* Provide first-line helpdesk support to staff and managers for HR systems, including HealthRoster, ESR and EasyPay.
* Manage and triage queries received via HR Processing and Training inboxes and phone lines.
* Support payroll-related processes, including processing excess mileage claims and responding to basic payroll queries.
* Maintain and monitor data within Electronic Staff Record (ESR), including running reports and completing data quality checks.
* Support Healthroster administration, including setting up new starter accounts, maintaining work patterns and opening rosters.
* Assist with HR administration processes, including maintaining employee records, onboarding support, and personnel file management.
* Support the organisation's training programme, including helping with corporate induction, and processing attendance records.
* Produce reports and manipulate workforce data using Microsoft Excel.
* Provide guidance and training to staff and managers on HR systems.
* Assist with HR system projects and audits as required.
You will have:
* Experience of administrative work in a busy office environment.
* Good organisational skills with the ability to prioritise workload and meet deadlines.
* Strong communication and customer service skills.
* Good IT skills including Microsoft Office, particularly Excel,
* Ability to handle confidential information appropriately.
* Attention to detail and commitment to data accuracy.
About us
ECCH is well established health care provider and has been successfully delivering NHS care within the community since 2011. We provide a range of NHS, community health and social care services predominantly across the easterly region of the Norfolk/Suffolk borders.We are aligned to NHS terms and conditions, and offer many employee benefits, to find out more about us visit our website - www.ecch.org. We are a social enterprise and staff owned organisation which means staff can opt to be shareholders and have a real say in how ECCH is run and evolves to deliver healthcare for the future.At the heart of our ambition, we work in partnership with and for the community to become the provider and employer of choice for community healthcare.
We are committed to creating a positive working environment where staff feel valued, supported, and empowered to deliver the best possible service.
Our organisational values are captured in the word CARE:
* Compassion -- We listen, we learn, we lead
* Action -- My accountability, my responsibility
* Respect -- Respect our resources: people, time and money
* Everyone -- Work together, achieve together
These values are supported by our Signature Behaviours, which guide how we work with colleagues, patients, service users and partners every day.
Job description
Job responsibilities
Healthroster
*To provide first line advice and guidance to employees and managers on queries, resolving issues where able to and escalating where necessary to senior colleagues or raising directly with supplier via their help portal
*To set up accounts for all new starters including adding annual leave entitlements, access, work patterns and team allocations
*Maintain working patterns and entitlements for staff based on information obtained from change event log
*To assist with training for new employees and managers
*Send out monthly reminders to managers regarding close down deadlines, chasing where required
*Set up and maintain demand templates for rosters
*Open new rosters on a monthly basis, as determined by roster period timetable, ensuring this is completed in a timely manner
*Run and export reports as required -- undertaking basic excel manipulation if necessary
*Contribute to the ongoing maintenance of guidance for HR colleagues and staff.
Payroll
*Processing and validating Excess Mileage application forms and dealing with queries in respect of Excess Mileage
*Provide signposting and basic advice to employees and managers to relevant guidance and support for payroll queries and escalate more complex queries to the HR and Systems Administrator
ESR
*Set up external providers on ESR as directed and maintain ESR access for ECCH staff
*Set up appropriate access to Pensions Online
*Undertake, as directed, regular data quality checks within ESR
*Run regular reports for circulation to managers within ECCH including Starters and Leavers reports
*Run compliance adherence reports and send chasers to employees as required in relation to Professional Registrations and any other as requested by senior HR colleagues
*Use Excel to manipulate and format reports including the use of basic formulae and pivot tables
*Run basic ad-hoc reports from ESR as requested
*Update external systems based on data entered into ESR (e.g. annual leave entitlements) using standard reports produced from ESR
EasyPay
*Process escalated claims back to the original approver in a timely manner
*Unlock users
*Provide first line advise and guidance to employees and managers on the system signposting to relevant guidance as necessary
HR Administration Support
*Provide a high standard of administrative support to the HR and Training Team.
*Provide a first line helpdesk service by email and phone to employees and managers for queries in relation to HR systems (in particular Health Roster) and Training.
*Triage emails within the HR Processing and Training inboxes, responding to queries within your remit and escalating more complex enquiries to the appropriate lead
*Maintain and update employee records, ensuring accuracy and confidentiality.
*Assist with onboarding new starters, assisting with pre-employment checks, including eligibility to work in the UK and Disclosure and Barring Service (DBS) checks and supporting new starters in accessing People & HR systems.
*Provide general HR information and first-line guidance to managers and staff, signposting to senior HR colleagues as needed.
*Produce invoices to external agencies (e.g. related to training) in a timely manner, ensuring the invoice is accurate and correct.
*Produce purchase orders in Finance's 'Access' system relating to expenditure on People & HR and Training budgets for equipment and services.
*Set-up and maintain employee personnel files and general filing systems within HR ensuring they are kept in accordance with agreed procedures, the Data Protection Act and are organised, accurate and up-to-date and audit trails are maintained.
Training
*Undertake scanning of training paperwork, process all attendance & evaluation sheets for completed classes, and send out all necessary pre and post course paperwork to delegates
*Send training reminders to all staff and line managers as well as 'Did Not Attend' notifications
*Produce Attendance Sheets for all training and send to relevant training provider/instructor within agreed KPIs
*Organisation of the monthly Corporate Induction, ensuring relevant materials are sent and all delegates booked and are informed of joining instructions
*Assist as required with the arrangements for the organisation's mandatory training programme i.e. booking rooms, trainer, equipment, room layout, refreshments, collating packs etc.
*Produce a weekly training programme for circulation to all staff
*Set up and maintain courses/enrolments/resources on ESR ensuring all information is accurate -- undertake regularly data cleansing checks against training programme
*Prepare relevant course material and hand-outs for training events as directed by the trainer
General
*To deal with general basic HR queries as directed by the HR and Training Administrators/HR Adviser
*Provide training and guidance to managers and employees on HR and Payroll systems on a regular and ad-hoc basis
*Provide support to HR system-based projects
*Assist with any payroll or system related audits
*Maintain computerised manual and filing systems
*Given the sensitive and confidential nature of the work that may include service user's personal details, the post holder will ensure safe keeping of these records and treat all information as confidential.
*The post holder will be responsible for prioritising their own workload to ensure deadlines are met.
*The post holder will be required to provide support to admin colleagues within the HR and Training team as and when required, within the scope and remit of their role and banding.
*All of the above activities are governed by the operational policies, standing financial instructions, policies and procedures and standards of East Coast Community Healthcare CIC as well as legislation and professional standards and guidelines.
*This list is not exhaustive and provides an indication of the key responsibilities of the post holder.
*All roles within East Coast Community Healthcare CIC (ECCH) require staff to demonstrate our Values and Signature Behaviours in the care and service they provide to patients, service users, stakeholders and colleagues. All members of staff should consider these as an essential part of their job role.
*Our Values outline the core behaviours that we can all achieve and are summarised as an acronym within the word 'CARE'. These stand for: Compassion, Action, Respect and Everyone.
*Underpinning our Values are our Signature Behaviours which highlight by taking the right actions we continue to build a strong culture. Our four Signature Behaviours are: Compassion - We Listen, We Learn, We Lead| Action - My Accountability, My Responsibility | Respect - Respect Our Resources: People, Time and Money | Everyone - Work Together, Achieve Together
Job description
Job responsibilities
Healthroster
*To provide first line advice and guidance to employees and managers on queries, resolving issues where able to and escalating where necessary to senior colleagues or raising directly with supplier via their help portal
*To set up accounts for all new starters including adding annual leave entitlements, access, work patterns and team allocations
*Maintain working patterns and entitlements for staff based on information obtained from change event log
*To assist with training for new employees and managers
*Send out monthly reminders to managers regarding close down deadlines, chasing where required
*Set up and maintain demand templates for rosters
*Open new rosters on a monthly basis, as determined by roster period timetable, ensuring this is completed in a timely manner
*Run and export reports as required -- undertaking basic excel manipulation if necessary
*Contribute to the ongoing maintenance of guidance for HR colleagues and staff.
Payroll
*Processing and validating Excess Mileage application forms and dealing with queries in respect of Excess Mileage
*Provide signposting and basic advice to employees and managers to relevant guidance and support for payroll queries and escalate more complex queries to the HR and Systems Administrator
ESR
*Set up external providers on ESR as directed and maintain ESR access for ECCH staff
*Set up appropriate access to Pensions Online
*Undertake, as directed, regular data quality checks within ESR
*Run regular reports for circulation to managers within ECCH including Starters and Leavers reports
*Run compliance adherence reports and send chasers to employees as required in relation to Professional Registrations and any other as requested by senior HR colleagues
*Use Excel to manipulate and format reports including the use of basic formulae and pivot tables
*Run basic ad-hoc reports from ESR as requested
*Update external systems based on data entered into ESR (e.g. annual leave entitlements) using standard reports produced from ESR
EasyPay
*Process escalated claims back to the original approver in a timely manner
*Unlock users
*Provide first line advise and guidance to employees and managers on the system signposting to relevant guidance as necessary
HR Administration Support
*Provide a high standard of administrative support to the HR and Training Team.
*Provide a first line helpdesk service by email and phone to employees and managers for queries in relation to HR systems (in particular Health Roster) and Training.
*Triage emails within the HR Processing and Training inboxes, responding to queries within your remit and escalating more complex enquiries to the appropriate lead
*Maintain and update employee records, ensuring accuracy and confidentiality.
*Assist with onboarding new starters, assisting with pre-employment checks, including eligibility to work in the UK and Disclosure and Barring Service (DBS) checks and supporting new starters in accessing People & HR systems.
*Provide general HR information and first-line guidance to managers and staff, signposting to senior HR colleagues as needed.
*Produce invoices to external agencies (e.g. related to training) in a timely manner, ensuring the invoice is accurate and correct.
*Produce purchase orders in Finance's 'Access' system relating to expenditure on People & HR and Training budgets for equipment and services.
*Set-up and maintain employee personnel files and general filing systems within HR ensuring they are kept in accordance with agreed procedures, the Data Protection Act and are organised, accurate and up-to-date and audit trails are maintained.
Training
*Undertake scanning of training paperwork, process all attendance & evaluation sheets for completed classes, and send out all necessary pre and post course paperwork to delegates
*Send training reminders to all staff and line managers as well as 'Did Not Attend' notifications
*Produce Attendance Sheets for all training and send to relevant training provider/instructor within agreed KPIs
*Organisation of the monthly Corporate Induction, ensuring relevant materials are sent and all delegates booked and are informed of joining instructions
*Assist as required with the arrangements for the organisation's mandatory training programme i.e. booking rooms, trainer, equipment, room layout, refreshments, collating packs etc.
*Produce a weekly training programme for circulation to all staff
*Set up and maintain courses/enrolments/resources on ESR ensuring all information is accurate -- undertake regularly data cleansing checks against training programme
*Prepare relevant course material and hand-outs for training events as directed by the trainer
General
*To deal with general basic HR queries as directed by the HR and Training Administrators/HR Adviser
*Provide training and guidance to managers and employees on HR and Payroll systems on a regular and ad-hoc basis
*Provide support to HR system-based projects
*Assist with any payroll or system related audits
*Maintain computerised manual and filing systems
*Given the sensitive and confidential nature of the work that may include service user's personal details, the post holder will ensure safe keeping of these records and treat all information as confidential.
*The post holder will be responsible for prioritising their own workload to ensure deadlines are met.
*The post holder will be required to provide support to admin colleagues within the HR and Training team as and when required, within the scope and remit of their role and banding.
*All of the above activities are governed by the operational policies, standing financial instructions, policies and procedures and standards of East Coast Community Healthcare CIC as well as legislation and professional standards and guidelines.
*This list is not exhaustive and provides an indication of the key responsibilities of the post holder.
*All roles within East Coast Community Healthcare CIC (ECCH) require staff to demonstrate our Values and Signature Behaviours in the care and service they provide to patients, service users, stakeholders and colleagues. All members of staff should consider these as an essential part of their job role.
*Our Values outline the core behaviours that we can all achieve and are summarised as an acronym within the word 'CARE'. These stand for: Compassion, Action, Respect and Everyone.
*Underpinning our Values are our Signature Behaviours which highlight by taking the right actions we continue to build a strong culture. Our four Signature Behaviours are: Compassion - We Listen, We Learn, We Lead| Action - My Accountability, My Responsibility | Respect - Respect Our Resources: People, Time and Money | Everyone - Work Together, Achieve Together
Person Specification
Qualifications
Essential
- *NVQ Level 3 in Administration or equivalent qualification / experience.
- *Maths and English GCSE or equivalent.
Desirable
- *RSA III or equivalent qualification.
Experience
Essential
- *Experience of administrative work in a busy office environment.
- *Experience of managing conflicting priorities and meeting deadlines.
- *Dealing with colleagues or customers over the phone and in person.
Desirable
- *Experience within HR administration, payroll or recruitment background.
- *Experience of working within an NHS or healthcare environment.
- *Experience using HR systems such as ESR, HealthRoster or EasyPay.
- *Experience supporting training or workforce administration.
Additional Criteria
Essential
- Skills and Knowledge
- *Thorough working knowledge of computer systems and information technology, in particular Microsoft Office (Word and Excel).
- *Excellent organisation skills with proven ability to prioritise work, and organise appropriately, to meet conflicting deadlines and KPIs.
- *Understanding of equality and diversity, employment legislation and good practise relating to HR systems and workforce.
- *A strong commitment to high quality standards in all aspects of HR administration support processes.
- *Shows a high degree of awareness towards the needs of customers and putting the customer first.
- *Ability to handle confidential information appropriately.
- *Attention to detail and commitment to data accuracy.
- *Advanced keyboard skills with a strong attention to detail to maintain a high level of accuracy.
- *Proactive in finding and making positive suggestions for improvements and problem solving.
- Personal Attributes
- *Strong communication and customer service skills, with the ability to communicate effectively, both written and orally.
- *Approachable, tactful and diplomatic.
- *Confident manner and approach to problem solving with the ability to listen, find solutions and use influencing skills to negotiate a positive outcome for all.
- *An ability to work under own initiative within set guidelines.
- *Able to take responsibility within defined parameters.
- *Able to relate to a range of groups of people and adapt working styles to suit the circumstances and objectives.
- *Appreciation of the need for confidentiality and ability to apply it.
- *Ability to embrace our culture and ABCD Commitments and signature behaviours (as outlined above).
- *Ability to embrace our Culture, Values and Signature Behaviours:
- (Compassion - We Listen, We Learn, We Lead| Action - My Accountability, My Responsibility | Respect - Respect Our Resources: People, Time and Money | Everyone - Work Together, Achieve Together).
- *Willingness and ability to work across different sites and travel to alternative sites and across the community as required
Desirable
- Skills and Knowledge
- *Working knowledge of using Electronic Staff Records (ESR/Oracle), NHS Jobs and an understanding of NHS 'Agenda for Change' terms and conditions.
- *Experience of working with a range of clinical staff.
- *Some knowledge and understanding of current employment law and good HR practice to act as the first point of contact for HR related queries.
- *Willing and able to make presentations to groups, for example supporting People & HR Adviser/People & HR Business Partners in delivering recruitment, Healthroster and/or equality related training.
- Personal Attributes
- *Understanding the requirement to balance the needs of the clinical services and the People & Quality Team.
- *Able to work in environments that provide services to vulnerable people.
- *Willing and able to represent the People Team at meetings with external organisations
Person Specification
Qualifications
Essential
- *NVQ Level 3 in Administration or equivalent qualification / experience.
- *Maths and English GCSE or equivalent.
Desirable
- *RSA III or equivalent qualification.
Experience
Essential
- *Experience of administrative work in a busy office environment.
- *Experience of managing conflicting priorities and meeting deadlines.
- *Dealing with colleagues or customers over the phone and in person.
Desirable
- *Experience within HR administration, payroll or recruitment background.
- *Experience of working within an NHS or healthcare environment.
- *Experience using HR systems such as ESR, HealthRoster or EasyPay.
- *Experience supporting training or workforce administration.
Additional Criteria
Essential
- Skills and Knowledge
- *Thorough working knowledge of computer systems and information technology, in particular Microsoft Office (Word and Excel).
- *Excellent organisation skills with proven ability to prioritise work, and organise appropriately, to meet conflicting deadlines and KPIs.
- *Understanding of equality and diversity, employment legislation and good practise relating to HR systems and workforce.
- *A strong commitment to high quality standards in all aspects of HR administration support processes.
- *Shows a high degree of awareness towards the needs of customers and putting the customer first.
- *Ability to handle confidential information appropriately.
- *Attention to detail and commitment to data accuracy.
- *Advanced keyboard skills with a strong attention to detail to maintain a high level of accuracy.
- *Proactive in finding and making positive suggestions for improvements and problem solving.
- Personal Attributes
- *Strong communication and customer service skills, with the ability to communicate effectively, both written and orally.
- *Approachable, tactful and diplomatic.
- *Confident manner and approach to problem solving with the ability to listen, find solutions and use influencing skills to negotiate a positive outcome for all.
- *An ability to work under own initiative within set guidelines.
- *Able to take responsibility within defined parameters.
- *Able to relate to a range of groups of people and adapt working styles to suit the circumstances and objectives.
- *Appreciation of the need for confidentiality and ability to apply it.
- *Ability to embrace our culture and ABCD Commitments and signature behaviours (as outlined above).
- *Ability to embrace our Culture, Values and Signature Behaviours:
- (Compassion - We Listen, We Learn, We Lead| Action - My Accountability, My Responsibility | Respect - Respect Our Resources: People, Time and Money | Everyone - Work Together, Achieve Together).
- *Willingness and ability to work across different sites and travel to alternative sites and across the community as required
Desirable
- Skills and Knowledge
- *Working knowledge of using Electronic Staff Records (ESR/Oracle), NHS Jobs and an understanding of NHS 'Agenda for Change' terms and conditions.
- *Experience of working with a range of clinical staff.
- *Some knowledge and understanding of current employment law and good HR practice to act as the first point of contact for HR related queries.
- *Willing and able to make presentations to groups, for example supporting People & HR Adviser/People & HR Business Partners in delivering recruitment, Healthroster and/or equality related training.
- Personal Attributes
- *Understanding the requirement to balance the needs of the clinical services and the People & Quality Team.
- *Able to work in environments that provide services to vulnerable people.
- *Willing and able to represent the People Team at meetings with external organisations
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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