Job summary
The Human Resources Department at the West Suffolk Hospital has an exciting opportunity for an exceptional people person to manage their busy reception desk. Our department is dedicated to supporting the wider Trust with a range of queries and support, within a friendly growing and efficient operating team.
The role will also require you to carry out a range of administrative duties including handling and re-directing of mail, issuing employment documentation, updating candidates on recruitment processes, filing, scanning, reporting and electronic filing and stockroom maintenance.
This is an ideal role for anyone considering a career in HR and wanting to gain valuable HR experience. If you feel that you have the qualities and competencies we are looking for, we would love to hear from you!
The role is to cover maternity leave until October 2024. Applications from those looking for part time hours are welcome.
Main duties of the job
The successful applicant will be the key person responsible for creating a welcoming, friendly atmosphere when greeting all visitors into the department, dealing with general enquiries on the telephone and in person, along with offering support to the HR assistants on administrative tasks. You will be expected to give first line advice on a number of HR policies and liaise daily with the wider HR Department and recruitment team.
You will deal with, at times, complex queries within a fast-paced environment, liaising and updating the wider HR department on matters. It is therefore essential that you have experience of dealing with members of the public, have excellent interpersonal and organisational skills and can work efficiently at a busy, demanding pace.
You will need to have excellent keyboard and IT skills to support the production of documents and spreadsheets and assist with the reporting of data to managers around the Trust.
About us
#BeKnown at West Suffolk NHS Foundation Trust. By us. By our patients. By our community
We are a busy, friendly, rural NHS Trust providing high-quality care and compassion to more than a quarter of a million people across west Suffolk. We care for, treat and support people in hospital, at home and in various community settings.
The West Suffolk Hospital in Bury St Edmunds provides acute and secondary care services (emergency department, maternity and neonatal services, day surgery unit, eye treatment centre, Macmillan unit and children's ward). It has 500+ beds and is a partner teaching hospital of the University of Cambridge.
Adult and paediatric community services, provided in collaboration with West Suffolk Alliance partners, include a range of nursing, therapy, specialist, and ongoing temporary care and rehabilitation, some at our Newmarket Community Hospital.
We do our utmost to achieve outstanding clinical outcomes for patients and our values of fairness, inclusivity, respect, safety and team work guide how we work and behave as a team.
With nearly 5,000 staff, from all over the world, we strive to make our organisation a great place to work. Whatever your role or ambition, we want to help you be the best you can be.
We promote a diverse and inclusive community where everyones voice counts and you can #BeKnown for whoever you are.
Join us. What will you #BeKnown for?
Job description
Job responsibilities
1. To be responsible for greeting all staff and visitors into the HR & Communications Directorate in a welcoming and efficient manner.
2. To be the first point of contact for all visitors to the department assisting with routine queries and directing staff to a senior officer where appropriate.
3. To book appointments for staff to meet with Recruitment Assistants, HR Advisors and HR Managers for employment advice.
4. To respond to queries by telephone and in person providing basic advice on annual leave, special leave, sickness and the retirement process. To pass more complex queries to an appropriate member of the team for action.
5. To meet and welcome new staff when they visit the department on their first day and to process new starter documentation as required.
6. To accurately record confidential data in accordance with local policies.
7. To process Honorary Contracts and where appropriate record them on the Electronic Record System. Using a standard template, prepare Confirmation of Employment Letters & Mortgage/Letting confirmations letters for all staff groups.
8. To lead on the administration for the Job Evaluation process, including entering information onto the JE system, setting up meetings and informing managers of the outcome.
9. To support the Recruitment Assistants with recruitment processes, including scanning of relevant documents and updating the recruitment system as required.
10. To receive, date stamp and distribute all post into the HR & Communications Directorate.
11. To be responsible for the ordering of equipment and stationery for the HR & Communications Directorate and ensure that stock levels are appropriately maintained.
12. To manage the social fund within in the HR & Communications Department.
13. To support the HR Administrator with scanning workload and filing.
14. To assist with the archiving of personal files and completed job files as required.
15. Any other administration duties to support the wider HR & Communications Department.
Job description
Job responsibilities
1. To be responsible for greeting all staff and visitors into the HR & Communications Directorate in a welcoming and efficient manner.
2. To be the first point of contact for all visitors to the department assisting with routine queries and directing staff to a senior officer where appropriate.
3. To book appointments for staff to meet with Recruitment Assistants, HR Advisors and HR Managers for employment advice.
4. To respond to queries by telephone and in person providing basic advice on annual leave, special leave, sickness and the retirement process. To pass more complex queries to an appropriate member of the team for action.
5. To meet and welcome new staff when they visit the department on their first day and to process new starter documentation as required.
6. To accurately record confidential data in accordance with local policies.
7. To process Honorary Contracts and where appropriate record them on the Electronic Record System. Using a standard template, prepare Confirmation of Employment Letters & Mortgage/Letting confirmations letters for all staff groups.
8. To lead on the administration for the Job Evaluation process, including entering information onto the JE system, setting up meetings and informing managers of the outcome.
9. To support the Recruitment Assistants with recruitment processes, including scanning of relevant documents and updating the recruitment system as required.
10. To receive, date stamp and distribute all post into the HR & Communications Directorate.
11. To be responsible for the ordering of equipment and stationery for the HR & Communications Directorate and ensure that stock levels are appropriately maintained.
12. To manage the social fund within in the HR & Communications Department.
13. To support the HR Administrator with scanning workload and filing.
14. To assist with the archiving of personal files and completed job files as required.
15. Any other administration duties to support the wider HR & Communications Department.
Person Specification
Qualifications
Essential
- 3 or more GCSE qualifications A-C grade to include English and Maths, or equivalent.
Desirable
- HR qualification at level 3
Experience
Essential
- Experience of providing effective customer service.
- Experience of performing an administration function in a busy organisation.
Desirable
- Previous experience working in the NHS or other healthcare organisation.
Skills
Essential
- Excellent organisational and time management skills
- Good written & verbal communication skills
- Confident user of Microsoft Word and Excel.
- Sound knowledge of GDPR and understanding of the importance of confidentiality.
- Strong attention to detail
- Excellent customer service skills
Person Specification
Qualifications
Essential
- 3 or more GCSE qualifications A-C grade to include English and Maths, or equivalent.
Desirable
- HR qualification at level 3
Experience
Essential
- Experience of providing effective customer service.
- Experience of performing an administration function in a busy organisation.
Desirable
- Previous experience working in the NHS or other healthcare organisation.
Skills
Essential
- Excellent organisational and time management skills
- Good written & verbal communication skills
- Confident user of Microsoft Word and Excel.
- Sound knowledge of GDPR and understanding of the importance of confidentiality.
- Strong attention to detail
- Excellent customer service skills
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.
