Job summary
We are recruiting to a HR Administrator vacancy within our Employee Relations Team.
The aim of the Human Resources Directorate is to set a clear direction for human resource management across St George's and to use the Trust's vision and values as a basis for real change to improve working lives for our staff to enable us to continue to deliver excellent care for our patients.
The Employee Relations team provides a specialist advisory service to managers across a wide range of Employee Relations matters including disciplinary, grievances, dignity at work, sickness absence and performance management.
Our HR Administrator mustensure anefficient and effective administration support to the service and to contribute to the enhancement of a high quality, responsive service to Managers within the Trust.
Main duties of the job
Our HR Administrator mustensure anefficient and effective administration support to the service and to contribute to the enhancement of a high quality, responsive service to Managers within the Trust.
About us
Working for your organisation
St George's University Hospitals NHS Foundation Trust is one of the country's principal teaching hospitals and our main site is shared with St George's, University of London, which trains medical students and carries out advanced medical research. We have over 9,000 dedicated staff serving a population of 1.3 million across south-west London.
We deliver a large number of services, such as cardiothoracic medicine and surgery, neurosciences and renal transplantation. We also cover significant populations from Surrey and Sussex, totalling around 3.5 million people. As well as acute hospital services, we provide a wide variety of specialist care and a range of community services to patients.
Job description
Job responsibilities
- Communications and Relationships
- Ensures effective written and verbal communication with key stakeholders.
- Positively engage with stakeholders and act as advocate for the team
- Communicate in a calm, compassionate manner at all times.
- Act professionally and use excellent listening skills and problem-solving skills.
- Demonstrates a willingness to support and help others.
- Treats all people with respect and dignity.
- An active team player who can work in a team and support the function.
- Proven administrative, organization and prioritization skills.
- Able to implement, direct, monitor and review systems and processes as required.
- Actively contribute to a culture of positive communication
- Knowledge, Skills, Training and Experience
- Support effective working relationships, and contribute to an integrated, effective and efficient service.
- Maintain the Employee Relations and Job Evaluation (JE) inboxes, ensuring effective resolution of JE requests and response to queries, and support JE process ensuring timely escalations to designated ER Advisor where appropriate.
- Provide administrative support to the Employee Relations Team as required, including taking minutes of meetings and providing secretariat support as required.
- Perform general administrative duties including printing, photocopying, writing agendas, arranging specific meetings, collation and posting of hearing packs as and when necessary.
- Ensure effective taking of formal minutes at weekly team meetings and hearings.
- Support the team in maintaining all team systems including Task Tracker(s) and ensuring actions are recorded, progress monitored, and tasks closed.
- Ensure ESR (Electronic Service Record), Health Roster, Selenity and other such systems are maintained to respond to queries as necessary.
- Maintain stock and stationery supplies for the Employee Relations Team.
- Employ sound working knowledge of software packages, specifically Microsoft Office (predominantly Word, Excel and Outlook) and be proficient in using Microsoft Teams
- Manage Team In-boxes and ensuring queries are responded to and closed.
- Provide cover to HR General Office as required by Head of Service
- Analytical Skills
- Gathers, verifies and assesses all appropriate and available information to gain an accurate understanding of tasks.
- Seeks advice and direction where necessary from management supervision involving decisions that may involve an element of risk.
- Acts in a manner consistent with the values of the organisation.
- Ability to problem solve and proactively work to resolve issues.
- Planning & Organisational Skills
- Maintain team trackers to ensure effective prioritisation of tasks and team activities.
- Ensure own and team tasks are tracked and completed to deadlines.
- Provide a full diary management service to Head of Service as required.
- Perform a broad range of administrative tasks, such as data collection and supporting board reports in addition to daily admin duties
- Support weekly audit and organisation of team electronic filing space.
- Support preparation of data dashboards and team reports
- Complete documentation clearly and in a timely manner
- Self-motivated with excellent time management skills and able to achieve deadlines.
- Flexible approach to meet service requirements working as part of a team.
- Ensure effective organisation of team office including display boards, rotas and other displays
- Provide support to team meetings including taking minutes as required, including follow up on agreed action
- Take minutes / notes of investigation meetings and hearing as required.
- Physical Skills
- Excellent keyboard skills and able to operate with speed and accuracy.
- To be able to work flexibly to meet the needs of the service.
- General
- To have responsibility for the Health, Safety and Welfare of self and others and to comply at all times with the requirement of the Health and Safety Regulations.
- To ensure confidentiality at all times, only releasing confidential information obtained during the course of employment to those acting in an official capacity in accordance with the provisions of the Data Protection Act and its amendments.
- To work in accordance with the Trusts Equality and Diversity policy to eliminate unlawful discrimination in relation to employment and service delivery.
- To promote at all times equal opportunities for staff and patients in accordance with the Trusts policies to ensure that no person receives less favourable treatment than another on the grounds of: age; disability; marriage and civil partnership; pregnancy and maternity; race (ethnicity); religion or belief; sex (gender); gender reassignment or sexual orientation.
- To ensure skills are up-to-date and relevant to the role, to follow relevant Trust policies and professional codes and to maintain registration where this is a requirement of the role.
- To comply with the Trusts No Smoking Policies.
- To undertake such duties as may be required from time to time as are consistent with the responsibilities of the grade and the needs of the service.
Job description
Job responsibilities
- Communications and Relationships
- Ensures effective written and verbal communication with key stakeholders.
- Positively engage with stakeholders and act as advocate for the team
- Communicate in a calm, compassionate manner at all times.
- Act professionally and use excellent listening skills and problem-solving skills.
- Demonstrates a willingness to support and help others.
- Treats all people with respect and dignity.
- An active team player who can work in a team and support the function.
- Proven administrative, organization and prioritization skills.
- Able to implement, direct, monitor and review systems and processes as required.
- Actively contribute to a culture of positive communication
- Knowledge, Skills, Training and Experience
- Support effective working relationships, and contribute to an integrated, effective and efficient service.
- Maintain the Employee Relations and Job Evaluation (JE) inboxes, ensuring effective resolution of JE requests and response to queries, and support JE process ensuring timely escalations to designated ER Advisor where appropriate.
- Provide administrative support to the Employee Relations Team as required, including taking minutes of meetings and providing secretariat support as required.
- Perform general administrative duties including printing, photocopying, writing agendas, arranging specific meetings, collation and posting of hearing packs as and when necessary.
- Ensure effective taking of formal minutes at weekly team meetings and hearings.
- Support the team in maintaining all team systems including Task Tracker(s) and ensuring actions are recorded, progress monitored, and tasks closed.
- Ensure ESR (Electronic Service Record), Health Roster, Selenity and other such systems are maintained to respond to queries as necessary.
- Maintain stock and stationery supplies for the Employee Relations Team.
- Employ sound working knowledge of software packages, specifically Microsoft Office (predominantly Word, Excel and Outlook) and be proficient in using Microsoft Teams
- Manage Team In-boxes and ensuring queries are responded to and closed.
- Provide cover to HR General Office as required by Head of Service
- Analytical Skills
- Gathers, verifies and assesses all appropriate and available information to gain an accurate understanding of tasks.
- Seeks advice and direction where necessary from management supervision involving decisions that may involve an element of risk.
- Acts in a manner consistent with the values of the organisation.
- Ability to problem solve and proactively work to resolve issues.
- Planning & Organisational Skills
- Maintain team trackers to ensure effective prioritisation of tasks and team activities.
- Ensure own and team tasks are tracked and completed to deadlines.
- Provide a full diary management service to Head of Service as required.
- Perform a broad range of administrative tasks, such as data collection and supporting board reports in addition to daily admin duties
- Support weekly audit and organisation of team electronic filing space.
- Support preparation of data dashboards and team reports
- Complete documentation clearly and in a timely manner
- Self-motivated with excellent time management skills and able to achieve deadlines.
- Flexible approach to meet service requirements working as part of a team.
- Ensure effective organisation of team office including display boards, rotas and other displays
- Provide support to team meetings including taking minutes as required, including follow up on agreed action
- Take minutes / notes of investigation meetings and hearing as required.
- Physical Skills
- Excellent keyboard skills and able to operate with speed and accuracy.
- To be able to work flexibly to meet the needs of the service.
- General
- To have responsibility for the Health, Safety and Welfare of self and others and to comply at all times with the requirement of the Health and Safety Regulations.
- To ensure confidentiality at all times, only releasing confidential information obtained during the course of employment to those acting in an official capacity in accordance with the provisions of the Data Protection Act and its amendments.
- To work in accordance with the Trusts Equality and Diversity policy to eliminate unlawful discrimination in relation to employment and service delivery.
- To promote at all times equal opportunities for staff and patients in accordance with the Trusts policies to ensure that no person receives less favourable treatment than another on the grounds of: age; disability; marriage and civil partnership; pregnancy and maternity; race (ethnicity); religion or belief; sex (gender); gender reassignment or sexual orientation.
- To ensure skills are up-to-date and relevant to the role, to follow relevant Trust policies and professional codes and to maintain registration where this is a requirement of the role.
- To comply with the Trusts No Smoking Policies.
- To undertake such duties as may be required from time to time as are consistent with the responsibilities of the grade and the needs of the service.
Person Specification
Qualifications
Essential
- Good basic general education demonstrating numerical and literacy skills, e.g. GCSE level or equivalent in Maths and English.
- A Level/NVQ level 3 in Business Administration or equivalent relevant qualification
- Secretarial qualification e.g. RSA or equivalent secretarial experience
Desirable
Experience
Essential
- Demonstrable administrative experience in a busy office environment.
- Experience of working to strict deadlines and policies and procedures.
- Experience of using Microsoft Office packages e.g. Word, Outlook, Excel.
Desirable
- Previous HR experience
- Experience of working in an acute hospital setting.
- Experience of supervising others.
Skills / Knowledge
Essential
- Database skills (e.g. use of Excel), able to input, manipulate and extract data e.g. sort, filter and produce basic graphs.
- Able to follow instructions and procedures and recognise the A / T / I 7 A provider of high quality local and specialist healthcare services for south west London, Surrey and beyond importance of procedures to the job role.
- Able to use initiative to handle a wide range of queries from managers & staff providing information on issues such as terms and conditions, maternity leave etc.
- Excellent oral/written communication skills and professional telephone manner.
- Highly effective interpersonal and customer care skills, able to deal with irate employees and members of the public in a diplomatic and tactful manner, reassuring customers and responding in a timely fashion.
- Understands the need for confidentiality in role
- Knowledge of the Human Resources role and practices.
- Ability to work as part of a team.
Desirable
- Knowledge of FOI and Subject Access Request requirements.
Person Specification
Qualifications
Essential
- Good basic general education demonstrating numerical and literacy skills, e.g. GCSE level or equivalent in Maths and English.
- A Level/NVQ level 3 in Business Administration or equivalent relevant qualification
- Secretarial qualification e.g. RSA or equivalent secretarial experience
Desirable
Experience
Essential
- Demonstrable administrative experience in a busy office environment.
- Experience of working to strict deadlines and policies and procedures.
- Experience of using Microsoft Office packages e.g. Word, Outlook, Excel.
Desirable
- Previous HR experience
- Experience of working in an acute hospital setting.
- Experience of supervising others.
Skills / Knowledge
Essential
- Database skills (e.g. use of Excel), able to input, manipulate and extract data e.g. sort, filter and produce basic graphs.
- Able to follow instructions and procedures and recognise the A / T / I 7 A provider of high quality local and specialist healthcare services for south west London, Surrey and beyond importance of procedures to the job role.
- Able to use initiative to handle a wide range of queries from managers & staff providing information on issues such as terms and conditions, maternity leave etc.
- Excellent oral/written communication skills and professional telephone manner.
- Highly effective interpersonal and customer care skills, able to deal with irate employees and members of the public in a diplomatic and tactful manner, reassuring customers and responding in a timely fashion.
- Understands the need for confidentiality in role
- Knowledge of the Human Resources role and practices.
- Ability to work as part of a team.
Desirable
- Knowledge of FOI and Subject Access Request requirements.
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.
