NHS West Yorkshire Integrated Care Board

People Assistant

This job is now closed

Job summary

Would you like to work in a people focused role, supporting our managers and employees across the organisation? Are you looking to develop your career in HR or to start a career in HR? If so, we would love to hear from you!

We have an exciting opportunity to join our Corporate People Team as a People Assistant (apprentice). The role provides high quality customer focused administrative HR support and is the first point of contact for queries received by the Corporate People Team.

We are looking for a motivated and enthusiastic individual who is willing to work towards a Chartered Institute Personnel Development (CIPD) Level 3 qualification and be someone who has attention to detail, good communication skills and is solution focused to provide accurate advice and a quality service for our stakeholders.

Further information can be found by clicking on the link to Skills for Health for the apprenticeship course usually over a 18-24 month period.

We work in a hybrid way and there will be a requirement for on-site and home working. We have five sites across west Yorkshire and there will be an expectation to travel. The contractual base will be White Rose House, Wakefield, WF1 1LT.

Whilst this post is advertised on a full-time basis, we welcome applications for alternative patterns of work.

Please refer to the attached job description for full details of the role .

Main duties of the job

Our team is passionate about people as we focus on achieving our people priorities and creating a great place to work.

We are committed to being an inclusive employer and to prioritising the wellbeing and development of our people.

Interviews will take place over 14th/15th December 2023.

About us

NHS West Yorkshire ICB is responsible for improving population health and reducing inequalities to meet the diverse health needs of its population and is part of the West Yorkshire Health and Care Partnership which includes organisations, local councils, health and care providers and voluntary, community and social enterprise organisations.

We are passionate about creating an inclusive workplace that promotes and values diversity; we see this as a strength and part of our founding mission, values and behaviours. We know through experience that different ideas, perspectives and backgrounds create a stronger and more creative work environment that delivers patient outcomes.

We are committed to creating the best place to work, where your contribution is valued, your wellbeing is supported and all our colleagues can reach their full potential. We welcome and encourage applications from all areas of the community, who meet the criteria for the role, regardless of their protected characteristics.

We operate a Carer friendly working environment that is supportive and inclusive. We actively encourage Carers to self-identify themselves and are offered a working Carer passport.

As a Mindful Employer we are positive and enabling towards all employees and job applicants with a mental health condition.

We are a Disability Confident Employer and commit to shortlisting suitable applicants who meet the essential criteria for an interview.Please inform us of any adjustments you may require.

Date posted

21 November 2023

Pay scheme

Agenda for change

Band

Band 3

Salary

£22,816 to £24,336 a year

Contract

Permanent

Working pattern

Full-time

Reference number

D9475-ICB-384B

Job locations

White Rose House, West Parade

Wakefield

WF1 1LT

Job description

Job responsibilities

Main Duties and Responsibilities

Carry out a range of HR administrative functions including supporting HR activity, form processing, ESR updating, employment and recruitment process.

Maintain the e-mail queries inbox, triage, and redistribute more complex queries to the wider team.

Provide support and advice to employees and managers on routine Human Resource issues e.g., disciplinary, grievance, attendance management, flexible working, terms, and conditions of service, learning and development etc.

Provide advice and guidance to managers on recruitment and selection, including job descriptions, advertising, shortlisting, and interviewing.

Support key projects of the Corporate People Team Work plan.

Compile data to support HR activities and reports including the workforce report using HR systems (ESR).

Maintain and monitor monthly reports and database including supporting recruitment activity, absence reporting and professional registrations.

Support with Learning Development and Induction such as the administration of training sessions, updating ESR systems and communication to employees.

Provide administrative support to the Agenda for Change Job Matching process by setting up panels, preparing packs, updating spreadsheets, and providing feedback to managers on outcomes as appropriate or by supporting the job matching provision.

Take formal notes/minutes at meetings, investigation meetings and hearings as required.

Oversee filing and archiving of HR personal files, case records and recruitment activity.

Maintain confidentiality of personal data relating to staff

Responds politely, efficiently, effectively, and sensitively to all telephone, email and in person enquiries.

Work under supervision but responsible for managing their work on a day-to-day basis.

Work most of their time at a PC where there are frequent interruptions from telephone calls or visits to the department and calls received into the team may be from distressed members of staff and will require sensitivity, tact, and discretion.

Make changes to own practice and offer suggestions for improving services ensuring that any service development initiatives take account of the views of key stakeholders including staff.

Communication:

The role involves dealing with staff, partners, and members of the public by phone, email and in person.

The post holder will be required to communicate clearly to a variety of individuals where there may be barriers to understanding because of language or emotional state.

Tact, diplomacy, and persuasion skills will be required to deal with sensitive issues.

Organisation, Planning & Judgements:

Make a judgement of when to escalate queries and seek advice and support as required.

Become familiar with HR policies and procedures to advise queries coming into the team via phone or email, on basic general queries or signpost staff to find the specific information and escalate to a People Advisor where the query is more complex or further advice is required.

The post holder must have highly developed organisation and planning skills to prioritise the demands of the role.

Book meeting rooms for HR colleagues as required across the directorate.

Information Resources:

Record and transcribe formal notes in meetings with members of staff that may be of a sensitive and difficult nature, e.g., sickness absence, disciplinary or grievances.

Support in the response to Freedom of Information Act (FOI) and Subject Access Requests (SAR) enquiries.

Finance:

Support the arranging/ booking of events and the purchase of any supplies.

Manage petty cash if appropriate.