Job summary
HR Shared Services support NHS organisations in the delivery of their strategic people objectives and operational delivery plans to ensure that world class products and services are delivered to patients. Delivering a comprehensive range of end-to-end HR services to NHS organisations.
An exciting opportunity has arisen for an HR Administration Assistant to join our team. You will provide administration support to the HR Advisory team dealing with Employee Relations and act as the first point of contact for HR-related procedural queries from our customers. You will also support with co-ordinating and improving HR processes to ensure a smooth flow in relation to people-related tasks and job evaluations. You will also have experience with HR procedures and an understanding of HR terminology.
If you are passionate about delivering a great customer experience, have excellent organisational skills, the ability to manage multiple tasks at once and can communicate confidently and professionally with a variety of stakeholders, then this could be the role for you.
What do we offer? o 27 days leave (increasing with length of service) plus 8 bank holidays o Flexible working (we are happy to discuss options such as compressed hours) o Flexi time o Hybrid working model (we are currently working largely remotely) o Career development o Active wellbeing and inclusion networks o Excellent pension o NHS Car lease scheme o Access to a wide range of benefits and high street discounts!
Main duties of the job
To provide an effective and comprehensive administrative service to the HR Shared Service Advisory Team, assisting the delivery of professional HR objectives to client organisations and the NHSBSA, in line with policies and procedures and terms and conditions of employment. The customer is at the heart of everything we do and as such the post holder is required to deliver a professional, quality experience with a focus on customer satisfaction.
This will include dealing with a range of HR queries, from both internal and external customers, receiving and supplying highly confidential and sensitive information, through managing the HRSS Advisory inbox. Co-ordinating and improving HR processes to ensure a smooth flow in relation to people-related tasks which may be complex and sensitive in nature - throughout HR and other departments - in areas such as job evaluation, occupational health, and apprenticeships.
The role will also provide support to the HRSS Advisory team as required, such as assisting with the employee relations cases and the development and delivery of team and client organisation wide training.
There is a requirement to contribute to a culture of continuous improvement by adhering to a number of agreed procedures and to put forward suggestions for process improvement via line management.
About us
Here at the NHS Business Services Authority (NHSBSA), what we do matters.We manage the NHS Pension scheme, process prescription payments and much more. Our services are used by NHS organisations, contractors and the public: we're proud to be part of something meaningful, that touches millions of lives.We design our services around customer needs and place people at the heart of our organisation. That's why when you join us, you'll be empowered and supported to help your career grow.As one of the UK's Best Big Companies to work for, we're connected to our values: Collaborative, Adventurous, Reliable and Energetic. We care about our people, our purpose, and your progress.We strive to offer a fantastic colleague experience, where every colleague is heard, supported and respected. Wellbeing, diversity and inclusion is at the centre of this, and you can join our Lived Experience Networks who help us bring our authentic selves to work.We're committed to being a flexible employer and we try to offer a working pattern that suits you where possible, through hybrid working, flexible hours and more.Alongside a competitive salary with pay progression, we offer a people-centric benefits package, connecting you to the rewards and benefits you value most!Ready to join us in delivering business service excellence to the NHS, helping people live longer, healthier lives? Apply today and see where the NHSBSA can take you.We are people connected to care.
Job description
Job responsibilities
In this role, you are accountable for
1. Carry out a range of general administrative tasks to support the HR Shared Service Advisory team in the delivery of a range of HR advisory services to a number of stakeholders internal and external to the business.2. Responding to internal and external customer requests for information or assistance via telephone, email, written correspondence, and face to face, exercising initiative in the identification and delivery of solutions. and escalating to a HRSS Advisor or HRSS Manager where necessary. This will include management of the HRSS Advisory inbox(s), being responsible for handling routine and non-routine, highly confidential and sensitive information. Ensuring that all emails are responded to within service level agreements, of receipt and referring to a HRSS Advisor or the HRSS Manager where appropriate. 3. Manage the administration of confidential correspondence, prioritising accuracy and timely delivery and advising on queries which may arise as result of said correspondence employee benefit related activities, including areas such as salary sacrifice schemes, flexible benefit provision and recognition schemes. Ensuring all activities are legally and policy-compliant, appropriately charged and clearly communicated to all relevant parties.4. Driving the improvement of the job evaluation and/or matching panel service to NHSBSA and client organisations, ensuring that requests for both new roles and re-bandings are administered efficiently within set KPIs. Attending job evaluation and/or matching panel meetings to accurately record and feedback outcomes as required. This will include maintaining detailed and auditable records of evaluation requests and results and communicating results to all relevant stakeholders. Monitoring and escalating to your manger any potential compliance issues. Acting as Management Side Chairperson for job evaluation and/or matching panels as required.5. Attending meetings as and when required on behalf of HRSS Advisory. 6. Working in conjunction with Corporate HR, managing a review of all HRSS job descriptions, working across department areas with managers and the HRSS Advisors to ensure that an up-to-date, version-controlled job description is held on file for each role within HRSS. 7. Managing the establishment control process on behalf of HR, ensuring that all requests are processed accurately and in a timely manner. Liaising with managers, Finance and HR Shared Services to ensure a smooth end-to-end process which complies with ESR, proactively seeking solutions to resolve any issues.8. Supporting the HRSS Advisory and Business Partnering team in the management of employee relations, acting as a formal note-taker during grievance, investigation and disciplinary meetings and distributing required correspondence when required. 9. Contributing to the design, implementation, and maintenance of a number of people processes, enabling effectiveness for both the People Team and colleagues across the organisation.10. Working within and giving advice on HR policies and procedures and contributing to the review of policies and procedures in line with employment legislation, NHS Developments, HR Best Practice, and business need. 11. Planning and coordinating HR meetings and activities such as training events, liaising with internal stakeholders and external clients where required. 12. Reviewing and submitting Occupational Health referrals, tracking the progress of the referral, and ensuring that referring managers and theHRSS Advisory team receive reports in a timely manner, providing advice and support to line managers when completing referrals as required. In addition, providing key information and feedback to the HRSS Manager to support the management of the Occupational Health contract. 13. Manage the recording and monitoring of all Occupational Health Referrals and Certificates of Sponsorship, ensuring compliance with relevantKPIs, appropriate accurate recharging of services to clients, liaising with key stakeholders, investigation, and escalation of compliance issues.14. Ensuring all relevant files and documents are kept up to date, in line with GDPR retention schedule regulations.15. Managing the Advisory SharePoint folders on behalf of HR, acting as the team Office 365 and Hub Champion, ensuring all information for policies, procedures and documents are up to date, with relevant NHSBSA HRSS and/or client organisation branding. 16. Supporting with the coordination and delivery of HR and People Team projects, undertaking research, and sharing knowledge and best practice to help implement and improve services which impact internal and external client organisation wide. 17. Collating documents for HR activity, which can include Certificates of Sponsorship, Employment Tribunals and Employee Relation activity. 18. The creation, distribution of ad-hoc reports, and responding to data requests from multiple sources in line with given timescales.19. Analyse and interpret statistical data for and on behalf of the HRSS Advisory team to support the identification of issues and implementation of targeted intervention plans. Proactively identify and implement more effective and efficient ways of analysing and presenting information using appropriate IT packages.20. Managing the information in the advisory document management system folders is up to date, easy to locate information, follow naming conventions and managed in accordance with GDPR compliance. 21. Creating and updating Standard operating Procedures for HR process.22. Support with ensuring our data with the Electronic Staff Record is accurate through regularly reviewing content with the client organisation and supporting the cleanse of data as needed. In addition, ensure all relevant files and documentation are within GDPR compliance. 23. Develop good working relationships both internally and within the Shared Service network to enhance the teams reputation of providing great customer service and to ensure delivery to high performance standards are met.24. Support the HR Manager and Head of HR with diary management and administration tasks as and when needed. 25. Being an active member of the wider HRSS team, continually supporting team development and challenging the status quo to ensure a consistent, value adding HRSS provision to leaders, managers, and colleagues.26. Continually developing your knowledge and skills to enable you to drive your personal performance in role and ultimately the success of the business.
Job description
Job responsibilities
In this role, you are accountable for
1. Carry out a range of general administrative tasks to support the HR Shared Service Advisory team in the delivery of a range of HR advisory services to a number of stakeholders internal and external to the business.2. Responding to internal and external customer requests for information or assistance via telephone, email, written correspondence, and face to face, exercising initiative in the identification and delivery of solutions. and escalating to a HRSS Advisor or HRSS Manager where necessary. This will include management of the HRSS Advisory inbox(s), being responsible for handling routine and non-routine, highly confidential and sensitive information. Ensuring that all emails are responded to within service level agreements, of receipt and referring to a HRSS Advisor or the HRSS Manager where appropriate. 3. Manage the administration of confidential correspondence, prioritising accuracy and timely delivery and advising on queries which may arise as result of said correspondence employee benefit related activities, including areas such as salary sacrifice schemes, flexible benefit provision and recognition schemes. Ensuring all activities are legally and policy-compliant, appropriately charged and clearly communicated to all relevant parties.4. Driving the improvement of the job evaluation and/or matching panel service to NHSBSA and client organisations, ensuring that requests for both new roles and re-bandings are administered efficiently within set KPIs. Attending job evaluation and/or matching panel meetings to accurately record and feedback outcomes as required. This will include maintaining detailed and auditable records of evaluation requests and results and communicating results to all relevant stakeholders. Monitoring and escalating to your manger any potential compliance issues. Acting as Management Side Chairperson for job evaluation and/or matching panels as required.5. Attending meetings as and when required on behalf of HRSS Advisory. 6. Working in conjunction with Corporate HR, managing a review of all HRSS job descriptions, working across department areas with managers and the HRSS Advisors to ensure that an up-to-date, version-controlled job description is held on file for each role within HRSS. 7. Managing the establishment control process on behalf of HR, ensuring that all requests are processed accurately and in a timely manner. Liaising with managers, Finance and HR Shared Services to ensure a smooth end-to-end process which complies with ESR, proactively seeking solutions to resolve any issues.8. Supporting the HRSS Advisory and Business Partnering team in the management of employee relations, acting as a formal note-taker during grievance, investigation and disciplinary meetings and distributing required correspondence when required. 9. Contributing to the design, implementation, and maintenance of a number of people processes, enabling effectiveness for both the People Team and colleagues across the organisation.10. Working within and giving advice on HR policies and procedures and contributing to the review of policies and procedures in line with employment legislation, NHS Developments, HR Best Practice, and business need. 11. Planning and coordinating HR meetings and activities such as training events, liaising with internal stakeholders and external clients where required. 12. Reviewing and submitting Occupational Health referrals, tracking the progress of the referral, and ensuring that referring managers and theHRSS Advisory team receive reports in a timely manner, providing advice and support to line managers when completing referrals as required. In addition, providing key information and feedback to the HRSS Manager to support the management of the Occupational Health contract. 13. Manage the recording and monitoring of all Occupational Health Referrals and Certificates of Sponsorship, ensuring compliance with relevantKPIs, appropriate accurate recharging of services to clients, liaising with key stakeholders, investigation, and escalation of compliance issues.14. Ensuring all relevant files and documents are kept up to date, in line with GDPR retention schedule regulations.15. Managing the Advisory SharePoint folders on behalf of HR, acting as the team Office 365 and Hub Champion, ensuring all information for policies, procedures and documents are up to date, with relevant NHSBSA HRSS and/or client organisation branding. 16. Supporting with the coordination and delivery of HR and People Team projects, undertaking research, and sharing knowledge and best practice to help implement and improve services which impact internal and external client organisation wide. 17. Collating documents for HR activity, which can include Certificates of Sponsorship, Employment Tribunals and Employee Relation activity. 18. The creation, distribution of ad-hoc reports, and responding to data requests from multiple sources in line with given timescales.19. Analyse and interpret statistical data for and on behalf of the HRSS Advisory team to support the identification of issues and implementation of targeted intervention plans. Proactively identify and implement more effective and efficient ways of analysing and presenting information using appropriate IT packages.20. Managing the information in the advisory document management system folders is up to date, easy to locate information, follow naming conventions and managed in accordance with GDPR compliance. 21. Creating and updating Standard operating Procedures for HR process.22. Support with ensuring our data with the Electronic Staff Record is accurate through regularly reviewing content with the client organisation and supporting the cleanse of data as needed. In addition, ensure all relevant files and documentation are within GDPR compliance. 23. Develop good working relationships both internally and within the Shared Service network to enhance the teams reputation of providing great customer service and to ensure delivery to high performance standards are met.24. Support the HR Manager and Head of HR with diary management and administration tasks as and when needed. 25. Being an active member of the wider HRSS team, continually supporting team development and challenging the status quo to ensure a consistent, value adding HRSS provision to leaders, managers, and colleagues.26. Continually developing your knowledge and skills to enable you to drive your personal performance in role and ultimately the success of the business.
Person Specification
Personal Qualities, Knowledge, and Skills
Essential
- Ability to communicate well and develop good working relationships with all customers.
- Ability to work effectively autonomously and as part of a team.
- Good organisational skills with the ability to multi-task and prioritise workload.
- Ability to work on own initiative and deliver objectives within agreed timescales.
- Ability to manage own diary and work successfully with minimal supervision.
- Adaptable and willing to learn new skills in line with organisational change.
- Attention to detail in all aspects of work.
- Commitment to continuous improvement.
Desirable
- A genuine interest in HR and a desire to develop in this area.
Experience
Essential
- Demonstrable experience of working in an office environment.
- Previous experience in a customer- orientated role.
- Relevant experience of dealing with HR issues.
- Excellent communication skills and ability to communicate at all levels.
- Experience of working with confidential and sensitive information.
- Experience of using Word, Excel, Outlook, systems, and databases.
- Experience of using computerised Human Resources Systems.
Desirable
- Experience of providing advice on HR related issues.
- Experience of recruitment systems.
- Experience of creating and distributing reports.
- Experience of project work.
- Experience of contributing to the design and implementation of process change.
Qualifications
Essential
- 4 - 5 GCSEs (or equivalent) in Maths & English at Grade C or above.
- NVQ Level 3 in Business admin or equivalent levels of previous relevant experience.
Desirable
- CIPD qualification.
- NHS Staff Council Job Matching course certificate.
Person Specification
Personal Qualities, Knowledge, and Skills
Essential
- Ability to communicate well and develop good working relationships with all customers.
- Ability to work effectively autonomously and as part of a team.
- Good organisational skills with the ability to multi-task and prioritise workload.
- Ability to work on own initiative and deliver objectives within agreed timescales.
- Ability to manage own diary and work successfully with minimal supervision.
- Adaptable and willing to learn new skills in line with organisational change.
- Attention to detail in all aspects of work.
- Commitment to continuous improvement.
Desirable
- A genuine interest in HR and a desire to develop in this area.
Experience
Essential
- Demonstrable experience of working in an office environment.
- Previous experience in a customer- orientated role.
- Relevant experience of dealing with HR issues.
- Excellent communication skills and ability to communicate at all levels.
- Experience of working with confidential and sensitive information.
- Experience of using Word, Excel, Outlook, systems, and databases.
- Experience of using computerised Human Resources Systems.
Desirable
- Experience of providing advice on HR related issues.
- Experience of recruitment systems.
- Experience of creating and distributing reports.
- Experience of project work.
- Experience of contributing to the design and implementation of process change.
Qualifications
Essential
- 4 - 5 GCSEs (or equivalent) in Maths & English at Grade C or above.
- NVQ Level 3 in Business admin or equivalent levels of previous relevant experience.
Desirable
- CIPD qualification.
- NHS Staff Council Job Matching course certificate.
