Job summary
Advertisement for Band 3 HR Administrator
A fantastic opportunity has arisen in the HR Business Partnering Team for an HRAdministrator to support our professional, fast paced HR Business Partnering Team. The role will require you to provide administrative support, carrying out both routine and non-routine tasks relating to people management processes and policies. Co-ordinating logistics for Disciplinary, Capability and other employee relations meetings and proving ad hoc support to meetings and project work taking place within the department. You will also provide administrative support to the Trust Job Evaluation process including organising panels for job description evaluation as well as assisting the HR Business Partners and HR Advisors in ensuring the Employee Relations case management system is up to date to enable accurate reporting.
We are a friendly, hardworking and committed team with a strong focus on supporting career development and ensuring staff feel valued and engaged. Successful applicants should have previous administrative experience and experience of working in the NHS is desirable but not essential.
This is a great opportunity for someone starting out in their HR career or someone looking for a change.
For further information please contact Lindsey Lawrence on 01483 571122 ext 4729 or via email: lindsey.lawrence@nhs.net
Main duties of the job
To provide the HR Business Partnering function with administrative support, carrying out both routine and non-routine tasks relating to people management processes and policies. Co-ordinating logistics for Disciplinary, Capability and other employee relations meetings, and providing ad hoc support to meetings and project work taking place within the department.
About us
Royal Surrey is a compassionate and collaborative acute and community Trust. Recognising that our 5000 colleagues are our greatest strength, we offer a comprehensive health and wellbeing program along with a commitment to developing and advancing your career. Our diverse and welcoming Royal Surrey family will ensure you that you feel valued from your initial interview through your entire tenure.
We are clinically led and provide joined up care by bridging the gap between hospital and community services alongside regional specialist cancer care. Our main acute hospital site is in Guildford with community hospital sites at Milford, Haslemere and Cranleigh. We provide adult community health services in homes across Guildford and Waverley.
The Care Quality Commission (CQC) have given us an overall rating of Outstanding.
Royal Surrey has a strong reputation and history to build on. We are proud of our achievements and we are investing in our colleagues through our commitment to supporting professional development as well as investing more than £45 million in our physical environment and new equipment in the next few years. There has never been a better time to join us.
Although it isn't the Trusts normal practice, adverts may close early, so you are encouraged to submit an application as soon as possible.
A video about the Royal Surrey - https://www.youtube.com/watch?v=R96pMboIYdo
Job description
Job responsibilities
KEY RESULT AREAS/MAIN DUTIES AND RESPONSIBILITIES
- Support the overall effectiveness of the HR Business Partnering Team in providing a responsive and flexible service.
- Support the HR Advisors with the day-to-day management of the HRBP inbox providing advice, guidance and support to managers on a range of HR issues in line with HR Policies and Procedures.
- Provide administrative support to the Trust Job Evaluation process, including convening panels, logging and setting up Job Descriptions on IJES, and notifying the relevant manager following any panel meetings.
- Assist with preparation of all documentation needed for conducting investigations and formal meetings relating to Employee Relations matters under the guidance of the HR Business Partners.
- Support and note take during meetings on issues arising under the Sickness, Capability, Disciplinary, Dignity at Work, and Grievance policies and procedures.
- Co-ordinate the availability of participants and rooms for meetings, hearings and other HR meetings (i.e. team meetings).
- Support the HR Business Partners and HR Advisors in ensuring the case management system (Selenity) is up to date to enable accurate reporting.
- Assist the HR Advisors in reporting from the electronic ER Tracker system on a monthly basis or ad-hoc as required.
- Follow up on compliance in key KPI areas (i.e. Bradford Scores, appraisal and pay step reviews) as directed by the appropriate HR Business Partner.
- Maintain existing electronic filing systems within the HR Business Partnering team, and establish new files as needed.
- Assist with archiving of completed ER case files (Kellys Storage) and maintain tracker list of archived files.
- Print and collate SBU data in preparation for monthly SBU and HR meetings as requested by the HR Business Partners.
- Assist the HR Business Partnering Team with routine progress follow-ups on HR initiatives and projects, such as Staff Survey and policy monitoring requirements.
- Establish and maintain an HR Business Partner folder on the G: Drive, ensuring that key documents and folders are saved and can be accessed by the HR Business Partner team.
- Maintain good awareness of the location and availability of the Trust Human Resource Policies and Procedures, and provide basic advice to staff visiting the department. Refer queries requiring specialist HR knowledge to the relevant HR Advisor or Business Partner.
- Assist in projects as requested.
- Assist with the preparation and administration of HR management training sessions.
- Support the HR Business Partnering Team with Subject Access Requests for confidential personnel data in compliance with current policy.
- Maintain strict confidentiality in all aspects of the work, complying with policies and procedures.
- Organise and prioritise own workload on a daily basis to ensure that time deadlines are met and that urgent work is accommodated.
- Undertake any additional tasks or responsibilities as requested by the HR Business Partner team or the Associate Director of HR Business Partnering.
Job description
Job responsibilities
KEY RESULT AREAS/MAIN DUTIES AND RESPONSIBILITIES
- Support the overall effectiveness of the HR Business Partnering Team in providing a responsive and flexible service.
- Support the HR Advisors with the day-to-day management of the HRBP inbox providing advice, guidance and support to managers on a range of HR issues in line with HR Policies and Procedures.
- Provide administrative support to the Trust Job Evaluation process, including convening panels, logging and setting up Job Descriptions on IJES, and notifying the relevant manager following any panel meetings.
- Assist with preparation of all documentation needed for conducting investigations and formal meetings relating to Employee Relations matters under the guidance of the HR Business Partners.
- Support and note take during meetings on issues arising under the Sickness, Capability, Disciplinary, Dignity at Work, and Grievance policies and procedures.
- Co-ordinate the availability of participants and rooms for meetings, hearings and other HR meetings (i.e. team meetings).
- Support the HR Business Partners and HR Advisors in ensuring the case management system (Selenity) is up to date to enable accurate reporting.
- Assist the HR Advisors in reporting from the electronic ER Tracker system on a monthly basis or ad-hoc as required.
- Follow up on compliance in key KPI areas (i.e. Bradford Scores, appraisal and pay step reviews) as directed by the appropriate HR Business Partner.
- Maintain existing electronic filing systems within the HR Business Partnering team, and establish new files as needed.
- Assist with archiving of completed ER case files (Kellys Storage) and maintain tracker list of archived files.
- Print and collate SBU data in preparation for monthly SBU and HR meetings as requested by the HR Business Partners.
- Assist the HR Business Partnering Team with routine progress follow-ups on HR initiatives and projects, such as Staff Survey and policy monitoring requirements.
- Establish and maintain an HR Business Partner folder on the G: Drive, ensuring that key documents and folders are saved and can be accessed by the HR Business Partner team.
- Maintain good awareness of the location and availability of the Trust Human Resource Policies and Procedures, and provide basic advice to staff visiting the department. Refer queries requiring specialist HR knowledge to the relevant HR Advisor or Business Partner.
- Assist in projects as requested.
- Assist with the preparation and administration of HR management training sessions.
- Support the HR Business Partnering Team with Subject Access Requests for confidential personnel data in compliance with current policy.
- Maintain strict confidentiality in all aspects of the work, complying with policies and procedures.
- Organise and prioritise own workload on a daily basis to ensure that time deadlines are met and that urgent work is accommodated.
- Undertake any additional tasks or responsibilities as requested by the HR Business Partner team or the Associate Director of HR Business Partnering.
Person Specification
Qualifications
Essential
- NVQ Level 3 or equivalent experience/qualification
Desirable
- CIPD Level 3 (or studying towards)
Skills, Knowledge & Experience
Essential
- Experience of office systems gained through working in a large/complex organisation
- Good working knowledge of IT systems and packages including MS Word and Excel.
- Experience of working in a customer service environment
- Ability to exercise judgement when dealing with customer (staff) enquiries; using judgement to resolve or escalate where appropriate.
- Ability to deal with and exchange confidential information sensitively and in an appropriate manner.
Person Specification
Qualifications
Essential
- NVQ Level 3 or equivalent experience/qualification
Desirable
- CIPD Level 3 (or studying towards)
Skills, Knowledge & Experience
Essential
- Experience of office systems gained through working in a large/complex organisation
- Good working knowledge of IT systems and packages including MS Word and Excel.
- Experience of working in a customer service environment
- Ability to exercise judgement when dealing with customer (staff) enquiries; using judgement to resolve or escalate where appropriate.
- Ability to deal with and exchange confidential information sensitively and in an appropriate manner.
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).
