Job responsibilities
Job Description
1. Job Details
Job Title:
HR Assistant
Band:
3
JE Reference:
To be assigned by Corporate HR once evaluated
Team:
Human Resources
Location:
Agile
Responsible to:
Senior HR Advisor
2. Job Purpose
Working as part of the Corporate HR team to support the delivery of HR services for NHS Arden and GEM CSU, the post holder will provide support in the following areas:
To act as the first point of contact for all HR related queries, triaging and forwarding onto the relevant Senior HR Advisor or Senior HRBP.
To provide high quality customer focused approach whilst adhering to set standards, policies and procedures,
To monitor and manage the Corporate HR Inbox
Provide support to run HR workforce reports.
Provide HR administration and support to the HR Business Partnering Team
The post-holder will work on their own initiative, in accordance with AGEM CSU policy & procedures referring to their manager if required.
To provide HR administrative support to the Corporate HR Team (for example, arranging formal meetings and hearings in accordance with HR procedures and notetaking.
Support the Senior HR advisor on policy reviews and training.
Track and report on mandatory training
Provide support to HR projects as required
To maintain and update central systems for reports, master copies of forms, data audit/tracking and other correspondence of paperwork as required.
Work with others to develop and deliver specific workforce training and associated organisational development sessions to customer specifications.
3. Structure Chart
4. Core Duties and Responsibilities (Key Result Areas)
Key contacts
Works with the wider HR team to deliver agreed objectives and projects
Supports customers, clients and projects as required for AGEM CSU.
Responds to email and phone queries from customers, escalating as appropriate to HR Advisor/Senior HR Business Partner as required.
Act as first point of contact for general HR queries across the organisation.
Analytical and Judgement skills
Present data in a clear and understandable format, including through use of graphs and other media.
Make recommendations as to how best to present data to different audiences.
Develop content for Newsletters to best highlight the work of the HR team.
Run reports on HR activities, for example FTC, secondments, sickness, etc.
Planning and Organisation skills
Respond to ad hoc requests for information, changing plans to meet team and customer requirements.
Physical skills
Excellent keyboard skills with good understanding of Microsoft Excel and PowerPoint for presentations
Ability to manipulate and present data from various sources in a cohesive way
Patient / Client Care
There will be no contact with patients.
Policy & Service development
Updates processes and making suggestions for changes to operating processes within the team.
Develops standardised operating procedures for the corporate HR Team.
Finance & Physical Resources
Personal duty of care for physical equipment
no direct responsibility for financial resources
Human Resources
Provide training as required to junior member of the HR team.
Provide day-to-day supervision to students and trainees as required.
Information Resources
Develop and maintain project documentation.
Develop and administer questionnaires for customers using Office 365 or similar software, providing analysis and insight into the results.
Research and Development
Review national and regional best practice to make recommendations to projects as to how services / workforce development should be approached.
Freedom to Act
Works on own initiative, within the project requirements.
Able to escalate complex problems to a senior member of the team.
Work is managed and not closely supervised.
Is guided by local, regional and national best practice, taking advice from a senior team member when there is conflicting information.
The job description and person specification are an outline of the tasks, responsibilities and outcomes required of the role. The job holder will carry out any other duties as may reasonably be required by their line manager.
The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the Department and the Organisation.
5. Effort and Environment
Physical effort
Combination of sitting standing and walking, significant time spent working at a VDU in a fixed position.
Mental effort
Concentration required to merge and analyse HR data.
Work is mainly predictable but there is a requirement to respond to urgent queries on occasion rescheduling existing work to meet customer needs.
Emotional effort
Infrequent exposure to distressing and emotional circumstances. There may be a requirement to deliver training where there is a lack of understanding of the subject matter and the implications of workforce change.
Working conditions of the post
Role is predominantly home based.
Frequent requirement to use VDU.
Ability to travel independently across the CSU footprint and beyond to visit customers and support projects
6. Supplementary Duties & Responsibilities
Mobility
Employees may be required to work at any of the other sites within the organisation subject to consultation. The organisation is in a period of rapid change due to developments and rationalisation of services. This will lead to modification of structures and job descriptions. The post holder will be expected to co-operate with changes subject to consultation, at any time throughout the duration of your contract
Health and Safety
Employees have a legal responsibility not to endanger themselves, fellow employees and others by their individual acts or omissions. The post holder is required to comply with the requirements of any policy or procedure issued in respect of minimising the risk of injury or disease.
Data Protection and Confidentiality
All employees are subject to the requirements of the Data Protection Act 2018 and must maintain strict confidentiality in respect of patient, client and staff records.
Smoking and Health
The organisation has a no smoking policy throughout its premises, including buildings and grounds.
Equality and Diversity
The organisation is committed to promoting equal opportunities to achieve equity of access, experience and outcomes and to recognising and valuing peoples differences. This applies to all activities as a service provider and as an employer
Information Management and Technology (IM&T)
All staff are expected to utilise the relevant national and local IM&T systems necessary to undertake their role.
Flexible Working
The organisation is committed to offering flexible, modern employment practices, which recognise that all staff need to strike a sensible balance between home and work life. All requests to work flexibly will be considered.
Clinical Supervision
It is mandatory for all professionally qualified staff and clinical support staff to actively participate in clinical supervision as an integral part of their professional development for a minimum of four sessions per year. Clinical Supervision will be monitored via an annual Performance and Development Review (PDR).
Reasonable Adjustments
The organisation is seeking to promote the employment of disabled people and will make any adjustments considered reasonable to the above duties under the terms of the Equality Act 2010 to accommodate a suitable disabled candidate.
Person Specification
Post Title: HR Assistant Team: HR Delivery Team
Band: 3 Base: Hybrid
Criteria
Essential
Desirable
Stage Measured at:
A Application
I Interview
T Test
P - Presentation
Education / Training / Qualifications
NVQ in relevant subject or equivalent experience.
Willingness to undertake an HR related professional qualification
A commitment to continuing professional development
Experience
Knowledge of a range of administrative and HR procedures,
Experience of using Office computer programs including Excel, Word and Outlook
Ability to liaise with all professionals and levels in a confident and effective manner
Ability to deal with managers and staff in a polite and effective manner
Ability to manage and prioritise own workload
Skills / Abilities
Effective written and oral communication skills for a variety of formal and informal purposes
Understanding of a range of analytics tools and techniques
Knowledge
An understanding and ability to research best practice and present this in an accessible way to customers
Knowledge of the NHS and social care workforce
Special Aptitudes
Awareness of equality and valuing diversity principles
Understanding of Confidentiality and Data Protection Act
Mobility
Car driver / owner or reasonable alternative
