Job responsibilities
Location: Mainly remote working from home, with monthly travel to Leeds (registered office location) and other locations in the north of England.
PURPOSE OF THE ROLE
Due to the rapid expansion of Day One Trauma Support over the last three years, the charitys infrastructure has needed to respond quickly to meet its changing demands. There is now a requirement to ensure that the Finance and Resources team has the right skill set and capacity to provide the support needed by the charity in an efficient and proactive way.
The HR Officer and Executive Assistant role is a newly created position to reflect both the growing HR needs of the charity as the workforce expands, and the executive support required by the CEO and Senior Leadership Team (SLT) to ensure the efficient and effective running of the charity. This is a key role which is instrumental in bringing the HR and organisational administration functions together at an operational level.
Reporting primarily to the Director of Finance and Resources and assisted by an external HR and Employment Law support service (WorkNest), this role will provide advice, guidance and support to all line managers in HR related matters whilst building and nurturing relationships with key stakeholders throughout all levels of the organisation. This will include support to ensure the efficient and effective management, monitoring and reporting of people metrics, from recruitment, development, retention through to attrition and at all stages of the employee life cycle.
The role will also provide crucial executive support to the CEO and SLT of three Directors, to ensure the smooth operation of their responsibilities and co-ordinating efforts of various parties to ensure completion of key tasks and actions.
As part of an expanding and ambitious organisation, there are considerable development opportunities for the successful candidate and the ability to help shape the infrastructure of the charity.
KEY RESPONSIBILITIES
The post holders primary duties and responsibilities are as follows:
HR Officer
- Oversee the recruitment, selection and induction process for all new appointments alongside hiring managers, including Disclosure and Barring Service (DBS) checks and the administration of honorary contracts with NHS Trusts where necessary.
- Take ownership of the HR software to ensure all HR documentation and records are accurate, up to date at all times and in line with Day One policies and procedures and GDPR, including retention periods for ex-employees.
- Reporting on HR related KPIs to inform and support the SLT. Monitoring and reporting of employee performance in respect of attendance and sick leave.
- In conjunction with the Director of Finance and Resources and WorkNest, ensure Day Ones HR policies and procedures are fully compliant with latest employment laws and regulations and any future changes have been communicated/escalated as appropriate.
- Take ownership of HR projects such as staff surveys and provide input to the SLT on employee issues.
- In conjunction with the Director of Finance and Resources, have oversight of the development of the employee benefits package, ensuring qualitative and quantitative elements remain competitive and aid attraction and retention of staff at all levels.
- Work with the SLT and Manager team to help develop, implement and regularly refresh organisation wide and role specific training pathways.
- Work with the SLT to develop, implement and maintain standardised documentation for HR processes including appraisals.
- Improve management and employee relations by supporting line managers in addressing demands, grievances and any other issues on a timely basis and with an appropriate level of priority.
- Support line managers to be accountable for the performance of their team through effective management of staff development and any issues. Ensuring managers have the support, skills and knowledge needed to handle team meetings, staff supervision, appraisals and performance management.
Support the recruitment of Day One volunteers, where appropriate, including assistance with DBS checks and appropriate record keeping.
- Work closely with the Director of Finance and Resources to ensure that the financial and operational risks from people matters are identified and mitigated to an acceptable level via strengthening internal controls.
- Liaise with the Finance department to ensure accurate monthly payroll information.
Executive Assistant
Provide proactive and responsive administrative support at an executive level to the CEO and SLT, including diary management and ad hoc administration tasks.
Planning of and maintaining the organisational calendar and scheduling meetings and events in a co-ordinated and manageable way.
Liaise with SLT to plan an appropriate schedule of work for the organisational calendar to maximise collaboration and the efficient use of time and resources.
Provide executive and secretarial support including for weekly SLT meetings and monthly wider Manager group meetings in an efficient and effective way e.g. using note taking software. Assist with follow up actions and meeting outcomes by the agreed deadlines.
Collating and distributing of information meeting packs for the SLT and Manager group meetings in a timely manner.
Organisation and administrative support of charity wide events including internal quarterly whole organisation meetings to ensure the smooth and efficient running of these events.
Lead on the organisation and administration of specific project or task groups to ensure that agreed targets, objectives and deadline are met.
General
- Build awareness of the charitys purpose through building strong and effective relationships with external stakeholders.
Be prepared to travel across the region and, on occasion, to other sites and national meetings as required.
Willingness to undertake continuous development and training for the role, including mandatory Day One and role specific training.
- Additional ad hoc duties as and when required.
OTHER TO NOTE
Development of the job description
The job description is subject to future review. The post holder is expected to contribute towards determining the future content of this role in the best interests of the charity as it develops and grows.
Equality, Diversity and Inclusion
Day One Trauma Support is proud to commit to creating and celebrating a diverse and inclusive team to deliver the best quality service that we can.The people we support are unique, and we want you to be too. We are a welcoming and inclusive employer providing a family friendly and flexible environment. We are supportive of everyone regardless of their background. Wed like you to be able to bring your authentic self to work. We really value that. Be you!
Disclosure and Barring Service
If you are offered a position, you will be required to undertake a DBS check.