Senior HR Administrator / PA

Job description

Job responsibilities

KEY DUTIES

Ensure good communication pathways are maintained within the respective teams, clients, and other stakeholders.

Acts as an advocate for the Service.

Production and delivery of highly sensitive and confidential letters, reports, presentations.

Support and participate in regular team meetings.

Support the Senior HR team in the administration of the review of policies and procedures and ensure they are communicated on the intranet as soon as they are approved by the appropriate committee.

Provision of a full range of secretarial and administrative processes and procedures.

Ensure diplomacy when liaising with senior personnel, Chief Executives, Directors, Board members and External stakeholders being sensitive to needs whilst maintaining a high level of professionalism.

Ensure the effective organisation and prioritisation the Deputy Director of HRs workloads to ensure that the arrangements for meetings are managed effectively, that relevant meeting material is available, and that workflow is scheduled to ensure deadlines are met.

Support the Deputy Director of HR in the preparing of highly sensitive legal documentation, contracts, and agreements, including the selection process for senior management.

Support the Directorate in the administration of risk management, information governance, audits, and the provision of evidence for e.g., CQC inspections.

Support the Deputy Director of HR, Senior HR team in the provision of information ESR as required.

Schedule formal meetings and take minutes at meetings as required. E.g., Workforce Council, Equality, Diversity & Inclusion Steering Group, and the Health & Wellbeing Steering Group.

Manage/lead ad-hoc delegated projects as required, e.g., staff survey, long service awards and staff friend and family survey.

Support the projects within the teams; ensuring administrative standards are met and version control optimised.

Monitor and update timetables, governance plans, audits etc. ensuring that terms of reference are in date against review schedules.

Initiate, manage and administer conferences and events for which the Deputy Director of HR has lead responsibility.

Provide support across the full range of the Deputy Director of HRs responsibilities including his/her responsibility for conducting an annual performance review of his/her direct reports include return to work after sickness.

Manage a forward planning system to ensure that deadlines are met with other team members and colleagues in other teams.

Assist Senior Management team with invoice/payment queries relating to purchase orders and goods received.

Make and receive phone calls, being flexible and using initiative and judgement when handing enquiries. Act and provide feedback as appropriate, ensuring that appropriate messages are relayed and/or that appropriate action is taken.

Work without supervision, responsible for organising own day to day work. Using sound judgement to seek advice or alert Managers to issues, particularly in the absence of the Deputy Director of Human Resources.

Respond promptly to requests for information from within the organisation and from external bodies, patients, and the public, helping and feedback in a prompt and efficient manner.

Execute the contract management process ensuring that the relevant person is advised of upcoming contract renewal dates and the appropriate meetings are arranged in a timely manner.

Manage processes appropriately when coordinating visits to the Trust along with coordinating visits to external clients/Trusts arranging travel/hotel etc.

Undertake supervision of and appraisals for junior administration team.

Maintain and develop own knowledge and skills as planned through appraisal.

Maintain an up-to-date confidential list of all appropriate contacts for the Directors.

Gathering and extracting information from a range of sources

Interpretation of data and analysis of information to assist with Client/Service reporting.

Monitor issues through an issues/learning log.

Professional

Take every reasonable opportunity to maintain and improve professional knowledge.

Participate in personal objective setting and review, including creation of a personal development plan.

Person Specification

Qualifications

Essential

• Educated to GCSE standard and/or equivalent qualification and/or equivalent experience
• CIPD Level 3 or willingness to work towards
• NVQ Level 3 / Diploma in Business Administration or higher / or equivalent proven experience

Knowledge and Ex[erience

Essential

• Experience of working in a business administration or secretarial environment
• Experience of working as part of a team to deliver tasks and objectives
• Experience of producing documents to a high standard of presentation with good accuracy
• Experienced in proactively managing complex diaries, preparing for meetings and taking minutes of meetings.

Desirable

• Experience of identifying risks, issues/problems and implementing and applying systems to manage these effectively.

Skills

Essential

• Strong computer skills, including but not limited to excel and word
• Ability to work with key internal and external contacts at all levels, including senior management / Director level

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.

Employer details

Employer name

Mersey and West Lancashire Teaching Hospitals NHS Trust

Address

Whiston Hospital

Warrington Road

Prescot

L35 5DR

Employer's website

https://www.merseywestlancs.nhs.uk/ (Opens in a new tab)