Human Resources Administrator (People and Workforce)

Job description

Job responsibilities

Takes responsibility for uploading Human Resources policies, procedures and guidelines onto the Trusts extranet site, ensuring that they are up to date and are in the correct format. Works with P&W Managers to ensure that policies, procedures, and guidelines have the appropriate associated documents to meet Governance requirements. To hold an up-to-date policy tracker with comments from the policy leads and agreed timescales for JNCC approval. Maintains an up to date and accurate electronic archive of old policies and procedures.

To work autonomously and use own initiative to plan time effectively and prioritise all incoming work on a daily basis, including responding quickly, appropriately and communicating clearly in relation to urgent/important and unpredictable issues ensuring a high quality administrative service. On a daily basis act as a point of contact by fielding incoming requests for advice, etc, to the appropriate P&W managers/advisors, answering queries where appropriate in conjunction with the P&W Assistant.

Maintains and continually develops the People & Workforce page on the Trusts extranet site, ensuring that information included on the site is engaging, easy to access, relevant, accurate and up to date.

Provides administrative support to the JNCC Policy Subgroup, including booking of venues, maintaining the list of attendees, supporting the preparation and distribution of relevant documentation in order to ensure that meetings run smoothly and that the necessary information is available to all those concerned in line with agreed timescales.

Acts as the first point of contact for general enquiries to the Operational Human Resources team, resolving straightforward questions about terms and conditions where possible. Uses tact to guide employees/managers in the use of relevant HR policies (for example, Special Leave, Flexible Working, Maternity/Paternity and Retirement etc) ensuring sensitive information is communicated effectively. Passes more complex issues on to appropriate team members. Makes clear notes of telephone calls and promotes a high quality and customer focused service to both internal and external contacts at all times. Ensures that switchboard staff are aware of the appropriate points of contact within the Human Resources Department.

Responsible for distribution of post to the Operational People & Workforce Team.

To Line Manage the P&W Assistant and oversee the administration service of the People & Workforce Team.

Produces accurate notes of meetings, including meetings that form part of formal human resources processes, with the support of the relevant P&W Manager/Advisor.

Support with sickness absence management for divisional managers, supporting the P&W Managers/advisors as necessary with reporting and meetings

Assists in the maintenance and updating of computerised and paper filing record and filing systems in order to provide accurate and up to date information on human resources activities for use internally and by external bodies as required.

Provides administrative support to the Agenda for Change job evaluation and job matching process: arranging panel meetings, ensuring that the appropriate documentation is in place for matching and facilitating the desk top matching process. Communicates the results of the job evaluation/job matching process to managers. Responsible for constructing and maintaining the centralised system for recording all matching processes.

Undertakes Agenda for Change evaluations and contributes to matching panels on a 6-weekly basis.

Management and keeping up to date the casework tracker, ensuring the team update this regularly and sufficiently to capture accurate reporting of cases.

Support with project work relating to the Trust EDI agenda, linking in with the Head of Resourcing and Head of P&W.

Putting together rotas across the P&W Operations team, ie Induction.

Provides administrative support to meetings held in relation to People & Workforce initiatives.

Processes all subject Access Requests and Freedom of Information requests for the department, in line with Trust policies and GDPR regulations.

Uses the Electronic Staff Record and Healthroster systems to produce reports on workforce activity and leaver data which support human resources processes as required, with the support of the Human Resources Managers and Workforce Information Team.

Supports members of the Operational People & Workforce team to ensure that accurate and up to date information on employee relations cases is recorded on the Caseload Update Tracker, by identifying inputting errors and chasing team members for appropriate updates.

Orders stationary and deals with equipment requisitions as necessary

Person Specification

Qualifications

Essential

• Knowledge of a range of administrative and HR procedures, acquired through training and experience to diploma level/CPP qualification, or equivalent experience.

Experience

Essential

• 2 years' experience in an administrative role in a similar environment
• Experienced and skilled in the use of Word, Access and Excel programmes
• Experience of working to deadlines

Skills

Essential

• Able to use persuasive skills to provide and receive sensitive information where there may be barriers to understanding
• Proven written and verbal communication skills
• Advanced keyboard skills
• Up to date knowledge of recent changes in employment law / policies
• Able to work within established policies and procedures

Personal

Essential

• Good attention to detail
• Positive approach to change
• Awareness of own limitations
• Able to re-prioritise workload or situations due to constantly changing demands
• Able to concentrate subject to frequent interruptions for advice or queries
• Able to use own initiative
• Good team player
• Demonstrates an organised approach to work
• Able to work with staff at all levels within the Trust

Other

Essential

• Flexible and adaptable in meeting changing service demand

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

South Warwickshire University NHS Foundation Trust

Address

Warwick Hospital

Lakin Road

Warwick

CV34 5BW

Employer's website

https://www.swft.nhs.uk/ (Opens in a new tab)