Job summary
To perform well in this position you will need to be reliable, be a good team player, be able to use your initiative, prioritise your workload, work to tight deadlines whilst dealing with frequently changing priorities and be willing to learn and undertake training and development as the role requires.
Excellent written & verbal communication and interpersonal skills are essential as you will be in contact with a range of staff and departments internally as well as external to the Trust.
The successful applicant will be enthusiastic, confident and self-motivated, enjoy working in a challenging, busy environment and will have experience of working in a busy customer focused environment. Full training will be provided for our specialist software.
This is an excellent opportunity to join a busy HR team and build on and develop existing administrative and clerical skills. If you are innovative, motivated and look forward to new challenges then this is the post for you.
Main duties of the job
To assist in the delivery of an efficient and high-quality HR Administrative service by supporting the Employee Relations Team with effective administrative support that will assist them in the delivery of their duties. To ensure that Trust employment policies, procedures, employment law and best practice are adhered to at all times. To work flexibly across the entire People Services team as required and be skilled in all areas of the functions undertaken by the service.
To support the department in its vision to deliver the very best experience to the users of our service.
About us
Our new strategy, developed with the support and feedback of colleagues, patients, and partners, is our compass for the next seven years (2023-2030).
We have four primary goals:
- high-quality care for all,
- being a great place to work,
- partnerships for impact, and
- research and education excellence
And we will embed health equality in all we do - taking active steps to reduce the avoidable differences in healthcare that some people face, working in partnership with communities.
Our strategy is underpinned by new values and we will work to ensure they are an everyday reality for all:
- we are compassionate,
- we are proud,
- we are inclusive, and
- we are one team
This is an exciting moment as we look to the future with clarity on what we already do well and where we need to focus our energies to make an even bigger difference for the people we serve
Job description
Job responsibilities
Service Delivery & Development
- Arrange hearings, appeals and meetings ensuring confidentiality at all times
- To ensure the timely transcription of correspondence
- Ensuring effective diary management and secretarial support to specified members of staff
- Producing accurate, current and timely materials and other resources
- Attend team briefing/training/meetings as required and take notes if needed.
- Utilisation of workforce reporting system to fulfil standard reporting requests
- Data processing on Electronic Staff Record (ESR) system
- Maintaining and improving information and recording systems for area of responsibility
- Ensuring that records, reports and electronic databases such as ESR, are accurate and well maintained
- Monitoring the performance of the service against targets set
- To perform clerical duties/administrative duties of photocopying (including reporting faults and the ordering of supplies), scanning, laminating, faxing ensuring confidentiality at all times
- Stationery ordering and maintaining stock control as required
- Maintaining database(s) and provide reports/information to others
- Maintaining effective filing systems for storage and retrieval of information
- Maintain an effective filing system and maintenance of records
- Support Amica and Learning and OD Team as required
- Ensuring statutory and mandatory training is kept up to date
- Ensuring that your own working environment and the environment of the facilities are safe to work in
- Managing and prioritising workloads to eliminate harmful stress.
- Ensuring that stock levels are monitored and maintained through timely requisitions as needed.
For further information please see the attached Job Description and Person Specification.
Job description
Job responsibilities
Service Delivery & Development
- Arrange hearings, appeals and meetings ensuring confidentiality at all times
- To ensure the timely transcription of correspondence
- Ensuring effective diary management and secretarial support to specified members of staff
- Producing accurate, current and timely materials and other resources
- Attend team briefing/training/meetings as required and take notes if needed.
- Utilisation of workforce reporting system to fulfil standard reporting requests
- Data processing on Electronic Staff Record (ESR) system
- Maintaining and improving information and recording systems for area of responsibility
- Ensuring that records, reports and electronic databases such as ESR, are accurate and well maintained
- Monitoring the performance of the service against targets set
- To perform clerical duties/administrative duties of photocopying (including reporting faults and the ordering of supplies), scanning, laminating, faxing ensuring confidentiality at all times
- Stationery ordering and maintaining stock control as required
- Maintaining database(s) and provide reports/information to others
- Maintaining effective filing systems for storage and retrieval of information
- Maintain an effective filing system and maintenance of records
- Support Amica and Learning and OD Team as required
- Ensuring statutory and mandatory training is kept up to date
- Ensuring that your own working environment and the environment of the facilities are safe to work in
- Managing and prioritising workloads to eliminate harmful stress.
- Ensuring that stock levels are monitored and maintained through timely requisitions as needed.
For further information please see the attached Job Description and Person Specification.
Person Specification
Training & Qualifications
Essential
- Good Standard of Education
- NVQ (QCF) Level 2 or equivalent in Business Administration or Customer Care or relevant experience
- Good working knowledge of databases, Microsoft Office Excel and Outlook
Experience
Essential
- Proven administrative experience within a customer care environment
- Experience of working in a busy office environment, completing tasks given by a number of different people/teams working to similar deadlines
- Dealing with customer queries face-to-face, by email and telephone
Desirable
- Previous NHS experience Recruitment or HR experience
Equality, Diversity and Inclusion
Essential
- Able to demonstrate a commitment to and understanding of the importance of treating all individuals with dignity and respect appropriate to their individual needs
- All staff are expected to engage in compassionate and inclusive leadership in the provision of high quality care and interactions with others
Communication and relationship skills
Essential
- Good written and verbal communication skills
- Able to maintain a high level of confidentiality
- Ability to use a range of communication methods to ensure effective communication with colleagues and internal and external customers.
- Experience of working effectively within a Team
Planning and organisation skills
Essential
- Ability to see a task through accurately from beginning to end
- Strong organisational skills and ability to prioritise. Manage workload within agreed timescales.
- Works as an effective and responsible team member, being flexible to achieve team goals
Other requirements specific to the role
Essential
- Be reliable, flexible and able to contribute to changing demands of the service
- Be willing to undertake training relevant to the post
- Be accountable for the quality and timely completion of own work, assisting others as and when required
- Able to work on own initiative with limited supervision
- Be prepared to work across sites as and when required and to attend recruitment events
Person Specification
Training & Qualifications
Essential
- Good Standard of Education
- NVQ (QCF) Level 2 or equivalent in Business Administration or Customer Care or relevant experience
- Good working knowledge of databases, Microsoft Office Excel and Outlook
Experience
Essential
- Proven administrative experience within a customer care environment
- Experience of working in a busy office environment, completing tasks given by a number of different people/teams working to similar deadlines
- Dealing with customer queries face-to-face, by email and telephone
Desirable
- Previous NHS experience Recruitment or HR experience
Equality, Diversity and Inclusion
Essential
- Able to demonstrate a commitment to and understanding of the importance of treating all individuals with dignity and respect appropriate to their individual needs
- All staff are expected to engage in compassionate and inclusive leadership in the provision of high quality care and interactions with others
Communication and relationship skills
Essential
- Good written and verbal communication skills
- Able to maintain a high level of confidentiality
- Ability to use a range of communication methods to ensure effective communication with colleagues and internal and external customers.
- Experience of working effectively within a Team
Planning and organisation skills
Essential
- Ability to see a task through accurately from beginning to end
- Strong organisational skills and ability to prioritise. Manage workload within agreed timescales.
- Works as an effective and responsible team member, being flexible to achieve team goals
Other requirements specific to the role
Essential
- Be reliable, flexible and able to contribute to changing demands of the service
- Be willing to undertake training relevant to the post
- Be accountable for the quality and timely completion of own work, assisting others as and when required
- Able to work on own initiative with limited supervision
- Be prepared to work across sites as and when required and to attend recruitment events
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
