Job summary
This post is only open for applications for individuals employed within the Hampshire and Isle of Wight NHS Care System
Organisations within scope are as follows:
- Hampshire and Isle of Wight Integrated Care Board
- Southern Health Foundation Trust
- Portsmouth Hospitals University NHS Trust
- University Hospital Southampton
- Solent NHS Trust
- South Central Ambulance Service
- Isle of Wight NHS Trust
- Hampshire Hospitals
Location:Dependent on current base site, with potential for across site working, both Isle of Wight NHS Trust and Portsmouth Hospitals University NHS Trust (frequency of visits to each site, to be agreed locally).
Salary: Band 3 £24,071 - £25,674 per annumPosition Type: Permanent, Full time , 37.5 hours per week & part time 22 hours
We are recruiting a HR Assistant who wishes to join #TeamIOWNHS. You should share our passion and drive to ensure that our patients receive quality and compassionate care and work with us to ensure the Trust continue its journey towards "great people, great place".
This role joins the busy People Services team providing a comprehensive employee service to ensure records are accurately maintained and enquiries from managers, payroll and staff are efficiently and professionally dealt with. The role will also assist where required in the administration of parental leave, professional registration, rights to work and annual assessments any audits as required. Smartcard administration and production also form part of this role.
Main duties of the job
- We are passionate about providing excellent CARE, which is why our values are Compassion, Accountable, Respect and Everyone counts. Our mission is to make sure that our community is at the heart of everything we do and that we hold our values across all our services.
- We are committed to endorsing inclusion, diversity and multiculturalism throughout services an as such, our procedures and policies ensure hat applicants are always treated fairly throughout the recruitment process.
Please note this position has also been advertised on the Isle of Wight NHS Trust's jobs page. if you are interested in this position and wish to apply, there is no requirement for you to submit two separate applications.
About us
Our vision for Single Corporate ServicesIsle of Wight NHS Trust (IWT) and Portsmouth Hospitals University NHS Trust (PHU) have a shared vision of a single corporate service across our two organisations, supported by a single set of identical systems and processes, under joint leadership, to drive significant efficiencies, improve employee experience, and return time to patient care.
This vacancy is part of the Single Corporate Services Division.
Why are we changing the way we deliver Corporate Services?Working as a partnership, both IWT and PHU have a shared vision for excellence in care for our patients and communities; with a set of strategic aims underpinning how we will achieve this. The creation of a single corporate service is essential for us to support our clinical and operational services, and our wider transformation programme.
The vision for our single corporate services is to:
- Be an employer of choice for corporate talent, attracting and retaining people who share our values for excellence in care and welcome the opportunity to benefit from the broad range of flexible career and development opportunities we can offer.
- Improve efficiency through simplified and standardised policies, processes, and systems, drawing on the best from both Trusts.
- Do things once and reduce any duplication on transactional tasks giving corporate staff the ability to focus on higher value and more diverse activities.
Job description
Job responsibilities
Transactional Administration
- Deal with enquiries from managers, staff and payroll to ensure an accurate efficient service
is supplied to all staff members of the Trusts in a timely manner.
- Liaise as necessary between departments and employees, to ensure they are aware of the
correct processes and deadlines leading towards the smooth administration of the
transactions received.
- Coordinate and process correspondence connected with the transactional process. Produce
the written confirmation to a high standard within the Key Performance Indicator
timeframes.
- Efficiently use the ESR electronic records in initiating, approving, checking, and updating the
information held on the system.
- Where required be responsible for the administration associated with new starters including
liaising with the Recruitment Team over any incorrect/missing information, ensure full and
accurate records are established and paperwork is processed promptly.
- Provide information on Terms and Conditions of Service.
- To action and check paperwork and electronic notifications in respect of new starters,
individuals leaving the Trusts and change forms and previous service for inclusion to the
Payroll.
- To ensure that accurate documentation is kept on the personal file.
- Adhere to the published Payroll deadlines, liaising with Payroll staff regularly to ensure that
all payroll queries are dealt with promptly to enable correct payment for that month.
- Solve detailed pay queries, which involve checking an employees personal file and ESR in
conjunction with the Terms and Conditions of Employment. Establish where a problem has
occurred and liaise with Payroll and the employees Manager to resolve the problem and
inform the employee of any action that is required.
- Escalate where appropriate to the HR Coordinator where a process improvement can be
made.
- Maintain shared word document logs and excel based spreadsheets/ESR reports in
accordance with the process and relevant procedures in place. Undertake to act responsibly
when using shared electronic data spreadsheets reporting anomalies and issues as and when
they arise.
- Assist in the monitoring and escalation of overpayments.
- Comply with the audit requirements as set within the daily routines.
- Assist as required with the administration of Maternity Paternity & Adoption Leave,
professional registration, rights to work and fit and proper person regulations.
- Follow the Teams desktop procedures.
- Assist as necessary with the administration of professional registrations compliance.
- Escalate issues relating to all aspects of the service provided.
For further details, please refer to the job description.
Job description
Job responsibilities
Transactional Administration
- Deal with enquiries from managers, staff and payroll to ensure an accurate efficient service
is supplied to all staff members of the Trusts in a timely manner.
- Liaise as necessary between departments and employees, to ensure they are aware of the
correct processes and deadlines leading towards the smooth administration of the
transactions received.
- Coordinate and process correspondence connected with the transactional process. Produce
the written confirmation to a high standard within the Key Performance Indicator
timeframes.
- Efficiently use the ESR electronic records in initiating, approving, checking, and updating the
information held on the system.
- Where required be responsible for the administration associated with new starters including
liaising with the Recruitment Team over any incorrect/missing information, ensure full and
accurate records are established and paperwork is processed promptly.
- Provide information on Terms and Conditions of Service.
- To action and check paperwork and electronic notifications in respect of new starters,
individuals leaving the Trusts and change forms and previous service for inclusion to the
Payroll.
- To ensure that accurate documentation is kept on the personal file.
- Adhere to the published Payroll deadlines, liaising with Payroll staff regularly to ensure that
all payroll queries are dealt with promptly to enable correct payment for that month.
- Solve detailed pay queries, which involve checking an employees personal file and ESR in
conjunction with the Terms and Conditions of Employment. Establish where a problem has
occurred and liaise with Payroll and the employees Manager to resolve the problem and
inform the employee of any action that is required.
- Escalate where appropriate to the HR Coordinator where a process improvement can be
made.
- Maintain shared word document logs and excel based spreadsheets/ESR reports in
accordance with the process and relevant procedures in place. Undertake to act responsibly
when using shared electronic data spreadsheets reporting anomalies and issues as and when
they arise.
- Assist in the monitoring and escalation of overpayments.
- Comply with the audit requirements as set within the daily routines.
- Assist as required with the administration of Maternity Paternity & Adoption Leave,
professional registration, rights to work and fit and proper person regulations.
- Follow the Teams desktop procedures.
- Assist as necessary with the administration of professional registrations compliance.
- Escalate issues relating to all aspects of the service provided.
For further details, please refer to the job description.
Person Specification
Skills and Knowledge
Essential
- Ability to communicate effectively with all visitors to the QAH site
- Ability to manage and resolve patient/visitor/carer related queries professionally
- Ability to use multiple computer programs
- Ability to work using own initiative
- Ability to balance competing priorities
- Confident in dealing with highly emotive situations, whilst remaining calm
Qualifications
Essential
- NVQ 2 in Customer Service or relevant experience
- 2 years experience in a customer facing role
Experience
Essential
- GCSE English and Maths
- Working with the general public in a customer facing role for at least 1 year
- Worked as part of a team
Desirable
Person Specification
Skills and Knowledge
Essential
- Ability to communicate effectively with all visitors to the QAH site
- Ability to manage and resolve patient/visitor/carer related queries professionally
- Ability to use multiple computer programs
- Ability to work using own initiative
- Ability to balance competing priorities
- Confident in dealing with highly emotive situations, whilst remaining calm
Qualifications
Essential
- NVQ 2 in Customer Service or relevant experience
- 2 years experience in a customer facing role
Experience
Essential
- GCSE English and Maths
- Working with the general public in a customer facing role for at least 1 year
- Worked as part of a team
Desirable
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
