HR Assistant

Job description

Job responsibilities

Reception and housekeeping

• Welcome and greet all visitors to the department and act as first point of contactfor enquiries in a competent manner, maintaining a professional image at alltimes.

• Receive telephone calls and accept messages on behalf of members of the teamand take appropriate action where necessary.

• Support the department to establish and maintain a comprehensive filingsystems, including taking responsibility for the archiving process.

• General routine office duties including typing and issuing letters, photocopying,organising and distributing post and other general administrative tasks to supportthe team when required.

• Ensure office stationery supplies (including paper and toner for the printer) areappropriately stored and routinely monitored to ensure adequate supplies are inplace at all times, liaising with the team when orders are required.

• Maintain and monitor the office environment to ensure that it presents aprofessional image, report faults with equipment or facilities to the appropriatedepartment on behalf of the team.

Recruitment

• Support the recruitment team with administrative tasks
• Maintaining a high level of confidentiality at all times and to be aware of thesensitive nature of the data processed and ensuring this is complied with across the Team.

• Ensuring own workload is managed within required deadlines, and that issuesare escalated appropriately and in a timely manner.

Transactional HR

• Take responsibility for completing day to day transactional HR tasks including processing contractual changes, payroll.
• Ensure accurate and timely input of all employee data in line with any published schedules working in partnership with the Payroll Service Provider.

Workforce Information

• Provide administrative support in relation to the provision of workforce information including data input and database/spread sheet maintenance
• Assist with collating responses to information requests, including FOI, DoH and internal requests

General

• To ensure adequate assistance and cover is provide to the team at all times
• Act as the Fire Warden and/or First Aider on behalf of the team following appropriate training
• Assist and provide support for HR projects and undertake ad hoc projects as required.
• Assist with the development of systems and procedures
• Participate in team meetings
• Participate in regular performance appraisal
• To undertake any additional appropriate tasks as required.

MANAGERIAL/LEADERSHIP

Build and maintain an awareness of HR priorities and issues to ensure correct prioritisation of work, working collaboratively and flexibly with other colleagues, ensuring absences are covered.

Follow the approved Standard Operating Procedures used in the Department. Comply with legislation, policies and procedures and actively participate in audit processes.

Attend and participate in team meetings

ORGANISATIONAL

Establish and maintain comprehensive electronic management systems.

Type and issue standard correspondence as required by the role. Assist with any note taking, typing and administrative requirements including monitoring of the generic email inboxes, dealing with enquiries in a timely manner.

Assist with the organisation of meetings, recruitment events, induction, assessments, promotion days etc. within the trust.

To update and maintain accurate system records by inputting data into a variety of electronic systems as directed and produce standard reports as required.

To assist with keeping information on Trust intranet and internet up to date.

Ensure adequate stationery supplies and order and replenish as required

PROFESSIONAL

Deal with routine business matters ensuring confidentiality at all times.

QUALITY

To take personal responsibility for safeguarding and ensuring the quality of information.

Put forward ideas to continuously develop and improve the efficiency of departmental systems and processes.

The post holder will operate at all times to high standards of probity. The post holder will work largely on own initiative, without direct supervision, within clearly set boundaries. Will seek advice from senior members of staff as required.

Person Specification

Skills & Abilities

Essential

• Proficient in all MS Office
• Ability to handle sensitive personnel related communication and issues with discreteness and sound judgment
• Ability to be a confident and credible resource for all Cor customers
• Ability to work well with others as a team
• Ability to prioritise and time manage effectively
• Ability to handle pressure, stress and other difficult situations effectively
• Good verbal, written and active communication skills
• Strong Organisational skills and attention to detail and accuracy
• Ability to be a positive influence and role model

Values & Behaviours

Essential

• Excellent
• Compassionate
• Safe
• Demonstrate self-belief, drive, ambition, a line of sight to patient outcomes whilst maintaining and promoting a can do approach.

Experience

Essential

• Experience of working within a corporate function
• Experience of providing general advice and guidance in accordance with published rules e.g. policies, procedures, or protocols

Desirable

• Familiar with HR processes, best practices and systems

Qualifications

Essential

• English & Maths GCSE (A-C) or equivalent

Desirable

• RSA Level 2 / 3
• ECDL

Employer details

Employer name

Liverpool Heart and Chest Hospital

Address

Liverpool Heart and Chest Hospital

Thomas Drive

Liverpool

Merseyside

L14 3PE

Employer's website

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