Assistant HR Advisor

Job description

Job responsibilities

KEY DUTIES

The post holder will be expected to fulfil the following duties:

To be one of the main points of contact within the HR Advisory Team and to engage with stakeholders with regard to the attendance management processes and offer any necessary support.

Ensure sickness absence triggers are monitored and highlighted to relevant stakeholders in a timely way to ensure reviews are held within set timescales.

Attend meetings to provide HR advice to management who are meeting with currently absent members of staff or members of staff who have repeated absences

Work with HR Advisors in 1:1 training for stakeholders

To provide advice and guidance to managers regarding information collated through analysis of HR metrics/statistics including highlighting trends within a department as well as individual records

Produce and analyse a range of management information reports to assist the Host Organisations with the management of attendance/health related matters for doctors, dentist, and Public Health in speciality training.

Undertake administration and undertake procedural tasks as required by Assistant HRBP and HRBP Team.

Note taking at meetings as required including disciplinary, ill-health capability and LNC meetings.

Comment on and contribute to the review and continuous improvement of absence related Policies and Procedures.

Seek customer service feedback from designated area of responsibility and make recommendations to the HR Advisors and Business Partners

Work in collaboration with key stakeholders including NHS Education England, Doctors in Training, Host Organisations, Health, Work and Well-Being Department.

Coach and guide managers on absence processes, emphasizing the importance of good record keeping and data protection.

To coordinate and signpost the employee to the relevant support services, both internal and external including Health, Work and Well Being, the Employee Assistance Provider, mediation etc

To ensure adherence to Trust policies and standards and legislative requirements, within boundaries set by the Assistant Human Resource Business Partners and HR Advisors.

To ensure that all changes to Trust policies and procedures are implemented across the Trust when advising managers and attending meetings.

To support managers with less complex employee relations cases and/or queries in accordance with the appropriate policy

Communication

Effectively communicate training to managers regarding absence procedure, systems management and policy

Constantly communicate the Lead Employer HR Advisory services to employees and key stakeholders to ensure accurate adherence to Lead Employer policies.

Be confident in supporting stakeholders and offering HR advice in meetings with employees and communicating policies to all stakeholders to ensure consistent procedure.

Communicate and feedback to the appropriate HR Advisor assisting them with their absence caseload and ensuring communication with them remains appropriate and accurate.

Communicate effectively using a range of delivery methods such as letter writing, emailing and conversation, whilst adhering to confidentiality requirements at all times.

Maintain regular contact with referring stakeholders regarding advice given to the employee and assisting in any queries

Escalate any matters of concern or complex situations to the HR Advisor/Assistant HR Business Partner.

Quality of Service

Protect access and ensure the sensitive handling of confidential employee information.

Propose changes to working practices and procedures in own area, as appropriate.

Identify any areas of the service which are not meeting the required standards.

Accurately record feedback from employees / stakeholder complaints and share with the HR Business Partner

Team.

Administration

To generate statistical information, letters and reports relevant to the HR Advisory Team as required.

To maintain accurate electronic data via trackers and relevant systems, recording all necessary administrative details on employees.

Monitor attendance management activity ensuring all paperwork is completed including return to work interviews, self-certificates and receipt of valid fit notes working closely with the Absence Support team.

Support the HR Advisory Team and Assistant HR Business Partners as required to monitor management information as presented within standard workforce reports on contractual matters i.e. ETWD compliance, Employment Checks, Fixed term contracts, attendance management highlighting any areas of concerns.

Supporting the Business

To contribute to the development of the HR plan aligned to the service delivery objectives and standards required by the Lead Employer Service.

Provide the HR Advisory Team and Assistant HRBPs with the provision of workforce information to enable the development of workforce plans.

Represent the service at various meetings and stakeholder events as nominated by the management team.

To maintain and develop professional HR services, systems, records and quality/control procedures.

Policies and Procedure

Support Host organisations and NHS Education England in the interpretation of policies and procedures as required.

Assist the HR Advisory Team and Business Partner Team with the development of HR policies and procedures, updating with legislation and best practice.

Process and liaise with HWWB as necessary for effective management of referrals to ensure prompt action plans are introduced in line with HWWB recommendations.

Performance Management

Contribute to the achievement of HR targets and performance indicators

Ensure the provision of accurate and timely management information in line with policy and monitor against the SLA.

Service Improvement and Change Management

Support the service with modernisation, new ways of working and continuous improvement of service.

Contribute to the improvement activity and new ways of working to improve the efficiency and effectiveness of the HR Advisory Team.

Seek customer service feedback from designated area of responsibility and make recommendations to the HR management team.

Undertake and participate in projects as required.

To continually promote equality and diversity

Team Leadership & Development

Be responsible for own development, including attendance at mandatory training and continually keep up to date with changes to employment legislation and best practice.

Support HR colleagues in their continuous professional development including the Employment Services Administration team within the Lead Employer Service.

Responsible as line manager as required for Band 3 team members of Absence Support Team.

TEACHING & TRAINING RESPONSBILITIES

Maintain own compliance with the Trusts mandatory and statutory training requirements.

Demonstrate activities in own area to new staff.

Assist HR Advisory Team with stakeholder training on Attendance Management policy and process as required.

Person Specification

Qualifications

Essential

• NVQ Level 3 in administration or equivalent level of knowledge
• Achievement of, or a willingness to work towards a CIPD Level 3 Certificate

Desirable

• IT qualification i.e. RSA 2 or ECDL

Knowledge

Essential

• Significant experience within HR/ Customer Service and/or Resourcing team
• Experience of coordinating meetings, training events or conferences
• Experience of systems for collating data, processing and reporting
• Experience in providing advice on policies and procedures

Desirable

• Experience of providing advice to stakeholders on Attendance Management processes
• Experience of working in a HR role in the NHS or public sector organisation

Skills

Essential

• Excellent verbal and written communication skills
• Well organised and ability to work under pressure
• Ability to analyse and interpret HR statistics
• Competent user of Information Technology and Microsoft packages
• The ability to empathise and handle sensitive issues
• Good understanding of the challenges affecting the NHS
• Ability to identify and solve problems and awareness of when to escalate to management
• Ability to maintain strict confidentiality
• The ability to present data in an informative and user friendly format

Desirable

• Knowledge of NHS terms and conditions of employment
• Knowledge of HR policies and procedures

Other

Essential

• Ability to plan effectively and work to tight deadlines
• Attention to detail
• Flexible approach - ability to attend meetings off site
• Achievement focused - ability to set targets and get things done
• Good interpersonal skills and ability to develop good working relationships with people at various levels
• Open and honest
• Treats colleagues with dignity and respect
• Shows commitment and resilience
• Customer focused
• Ability to work alone and within a team

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

Jubilee Court

Waterside

St Helens

WA9 1TT

Employer's website

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