Job responsibilities
Main Duties/Key Results Area:
1. 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
2. Knowledge, Skills, Training and Experience
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.
Ensure effective administrative support to Head of Employee Relations including taking notes of meetings, email inbox management, recording, and tracking actions and scheduling meetings.
Provide administrative support to wider Employee Relations Team, including taking minutes of meetings and providing secretariate support as required.
Ensure effective agenda setting and taking of formal minutes and recording actions at weekly team meetings and hearings as instructed by Head of Employee Relations.
Perform general administrative duties including printing, photocopying, writing agendas, arranging specific meetings, collation and posting of hearing packs as and when requested.
Support the service in maintaining all team systems including Task Tracker(s), Case Trackers performing audits on cases and updating records, also ensuring team actions are recorded, progress monitored, and tasks closed.
Ensure ESR (Electronic Service Record), Health Roster, ER Case Management Systems (Selenity) and other such systems are maintained, and queries responded as necessary.
Employ sound working knowledge of software packages, specifically Microsoft Office (predominantly Word, Excel, and Outlook) and be proficient in using Microsoft Teams
Provide additional support and cover to HR General Office as required by Head of Service and provide support for annual leave or sickness cover.
Manage Team In-boxes and ensuring queries are responded to and closed.
Maintain stock and stationery supplies for the Employee Relations Team.
Support effective working relationships, and contribute to an integrated, effective and efficient service.
3. Analytical Skills
Gather, verify, and assess all appropriate and available information to gain an accurate understanding of tasks.
Seek advice and direction where necessary from management supervision involving decisions that may involve an element of risk.
Support data capture, basic analysis and preparation of service dashboards and board reports
Acts in a manner consistent with the values of the organisation.
Ability to problem solve and proactively work to resolve issues.
4. 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, flexisheets
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.
5. 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.
6. 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.
