Job summary
You will be required to provide a comprehensive, high quality administrative support service to the People & OD directorate to ensure they run efficiently and effectively, and with a high level of customer service.
You will be required to provide fullsecretarial support for identified panels, committees, forums and meetings, including organisation, attendance and minutes.
You will be responsible for setting-up and maintaining a variety of systems and processes to manage the flow of team data and information for the team. This will include maintaining electronic systems, databases and paper-based filing systems.
Main duties of the job
Serve as the first point of contact for the People and OD department, handling a variety of communications including telephone calls, emails, and mail.
Liaise with external partners such as trade unions, training providers, and venues to maintain productive relationships.
Collate and process information for internal communications such as bulletins and articles.
Respond to staff and manager queries, directing them to appropriate contacts.
Maintain communication with finance, payroll, and other internal departments.
Welcome and provide reception services for visitors and event attendees.
Plan and manage workload in coordination with other administrators to meet deadlines.
Provide administrative support including diary management, report generation, and event coordination.
Administer People and OD processes such as Job Evaluation and Subject Access Requests.
Organise People and OD events including training days and award ceremonies.
Facilitate leadership development programmes and long service awards.
About us
Based in the North East of England we provide a range of hospital and community health services from our leading facilities, including the Queen Elizabeth Hospital, Blaydon urgent care centre and Bensham Hospital, all within Gateshead.
Established in 2005, we were one of the first foundation trusts in the country and since then have consistently achieved the highest levels of care for patients.
We now employ around 4,800 staff and currently provide 444 hospital beds across the Gateshead region.
Our values should be the 'golden thread' which runs through everything we do - they are the core of who we are. Our five values can easily be remembered by the simple acronymICORE; Innovation, Care, Openness, Respect, Engagement.
We have a number of staff networks including the Global Ethnic Majority (GEM) network, D-Ability network, LGBTQ+ Network and the Women's Network, to challenge us and help us to constantly improve. Our Armed Forces network is one of our emerging networks.
The health and wellbeing of our staff is one of our highest priorities, and we offer a range of support and initiatives as part of our 'Balance' programme balancegateshead.com to cater for our diverse workforce, so that your individual needs can be supported, allowing you a happy and healthy working experience with us.
Job description
Job responsibilities
Communication & Working Relationships
As the first point of contact for the People and OD department, you will receive a variety of telephone calls, email, mail etc. which can range from simple marketing material to sensitive employment information. You are required to deal with incoming enquiries in a diplomatic, efficient and timely manner, ensure the appropriate person responds to the enquiry.Liaise effectively with external partners on behalf of the team (i.e., regional Trade Unions, training providers, external venues) to maintain a positive and productive working relationship.
Actively collate information from the wider team that needs to be communicated to the Group, and process accordingly (i.e., insert data into the template Managers Bulletin, prepare articles for communication) ensuring it is in a readable/understandable format.
Respond to questions and queries from staff and line managers across the Trust regarding a variety of topics (i.e., employee relations issues, development programme pastoral support) directing customers to the appropriate person.Maintain effective communication channels and working relationships with finance, payroll and the wider People and OD teams.Welcome visitors to the department/attendees at events, and ensure they are dealt with promptly.Provide a reception service for visitors to the department when required, referring them on to appropriate member of staff as necessary.Planning & Organisation
Time manage and plan work jointly between administrators to ensure that deadlines are met, taking a flexible approach to activities and re-prioritising regularly, raising workload concerns with line manager.Provide a range of administrative support to the whole team to meet keydepartmental objectives (for example, diary management, generating reports, typing and sending letters, booking meeting rooms/venues, arranging training events for the team, contacting employees).Responsible for the administration of the People and OD processes including Job Evaluation, Subject Access Requests with set protocols, setting-up and maintaining an electronic database of and communicating outcomes using template letters.Responsible for updating and processing job evaluation requests using the online job evaluation system.Responsible for planning People and OD events (i.e., team training days,celebration of learning events) including the arrangement of venues, catering, agendas, external speakers etc.Facilitate the Trusts Long Service Awards process, through identification of individuals, drafting letters using set templates, and liaising with line managers if required.Facilitate the Trusts Leadership Development Programmes process, through advertising, developing/sending joining instructions, arranging coaching session, and liaising with external providers/facilitators.Set up weekly/monthly meetings (pre-planning on an annual basis), including venues, diary invites, agendas, speakers, and taking and typing of formal minutes.Set-up ad hoc meetings on behalf of senior members and wider members of the People & ODteam.Under the direction of senior colleagues provide administrative support to organisational change programmes and key projects across the People and OD departments and Trust-wide initiatives.Under the direction of senior colleagues provide administrative support for OD engagement activities, large-scale development events, inspections, Staff Awards etc.Opening and distributing the post on behalf of the team.
Responsibility for Judgement and Analysis
As the first point of contact for the People and OD departments, required to Policy, Service, Research & Development Responsibility.Make suggestions to improve procedures and practices relative to job role.Responsible for implementing new administrative systems and processes that will improve the efficiency of the People and OD directorate.Positively contribute to any department-wide or team changes, engaging with new IT systems and/or processes.Participation in wider People and OD team meetings, contributing tothe discussions and decisions.Responsible for providing administrative support to the JCC Policy-Sub-group including seeking agenda items, drafting agenda and associated attachments, maintaining appropriate copies, and records of amendments.Provide administrative support to re-format policy and guidance documents in line with the Trusts Policy on Policies.Supports the department to participate in audits as and when necessary.
Responsibility for Finance, Equipment & Other Resources
Responsible for ordering and maintaining supplies/stationary for the whole department.Responsible for processing any requisitions/invoices in line with setprocedures.Responsible for ensuring the departments equipment (i.e., photocopies,printers) are always in working order, liaising with IT/external suppliers where necessary.Responsible for reporting any requirements to QE Facilities regarding the building/working environments.
Responsibility for Supervision, Leadership & Management
To assist with induction, training and support of colleagues, including a key point of contact for work placements/temporary staff.
Responsible for supporting the induction of new senior members of the team; through setting-up IT accounts, planning/arranging induction programmes etc.
Information Resources
Responsible jointly for the collation, development and design of the Annual Workforce Report and Staff Handbook, ensuring it is produced accurately, to a high standard and in a user-friendly format.Provide administration support for complex Employee Relations meetings (i.e., disciplinary and grievance hearings/panels) including the taking of confidential minutes).Set-up, maintain and store any confidential documents in relation to thedepartment following local records management protocols.Maintain an accurate and up-to-date filing system for employee files,including the scanning, storing, saving using the electronic file systemwithin the department.Required to collate and create employee relations cases as requested,and in line with guidance, ensuring the accurate copying, presentation and distribution in line with policy/procedural deadlines.Update various workforce databases held on the shared drive.Monitor all incoming emails to the department email inbox, ensuringappropriate action is taken (i.e., forward to a team member, acknowledgereceipt, respond on behalf of senior manager) in a timely manner.To be aware of the need for confidentiality at all times including anawareness of and compliance with the Data Protection Act.
Any Other Specific Tasks RequiredTo assist with ad hoc specialist projects or tasks when required.Provide cover for other administrative staff within the team in their absence or when capacity dictates.Participate in own professional development, supervision and annual appraisal.
Job description
Job responsibilities
Communication & Working Relationships
As the first point of contact for the People and OD department, you will receive a variety of telephone calls, email, mail etc. which can range from simple marketing material to sensitive employment information. You are required to deal with incoming enquiries in a diplomatic, efficient and timely manner, ensure the appropriate person responds to the enquiry.Liaise effectively with external partners on behalf of the team (i.e., regional Trade Unions, training providers, external venues) to maintain a positive and productive working relationship.
Actively collate information from the wider team that needs to be communicated to the Group, and process accordingly (i.e., insert data into the template Managers Bulletin, prepare articles for communication) ensuring it is in a readable/understandable format.
Respond to questions and queries from staff and line managers across the Trust regarding a variety of topics (i.e., employee relations issues, development programme pastoral support) directing customers to the appropriate person.Maintain effective communication channels and working relationships with finance, payroll and the wider People and OD teams.Welcome visitors to the department/attendees at events, and ensure they are dealt with promptly.Provide a reception service for visitors to the department when required, referring them on to appropriate member of staff as necessary.Planning & Organisation
Time manage and plan work jointly between administrators to ensure that deadlines are met, taking a flexible approach to activities and re-prioritising regularly, raising workload concerns with line manager.Provide a range of administrative support to the whole team to meet keydepartmental objectives (for example, diary management, generating reports, typing and sending letters, booking meeting rooms/venues, arranging training events for the team, contacting employees).Responsible for the administration of the People and OD processes including Job Evaluation, Subject Access Requests with set protocols, setting-up and maintaining an electronic database of and communicating outcomes using template letters.Responsible for updating and processing job evaluation requests using the online job evaluation system.Responsible for planning People and OD events (i.e., team training days,celebration of learning events) including the arrangement of venues, catering, agendas, external speakers etc.Facilitate the Trusts Long Service Awards process, through identification of individuals, drafting letters using set templates, and liaising with line managers if required.Facilitate the Trusts Leadership Development Programmes process, through advertising, developing/sending joining instructions, arranging coaching session, and liaising with external providers/facilitators.Set up weekly/monthly meetings (pre-planning on an annual basis), including venues, diary invites, agendas, speakers, and taking and typing of formal minutes.Set-up ad hoc meetings on behalf of senior members and wider members of the People & ODteam.Under the direction of senior colleagues provide administrative support to organisational change programmes and key projects across the People and OD departments and Trust-wide initiatives.Under the direction of senior colleagues provide administrative support for OD engagement activities, large-scale development events, inspections, Staff Awards etc.Opening and distributing the post on behalf of the team.
Responsibility for Judgement and Analysis
As the first point of contact for the People and OD departments, required to Policy, Service, Research & Development Responsibility.Make suggestions to improve procedures and practices relative to job role.Responsible for implementing new administrative systems and processes that will improve the efficiency of the People and OD directorate.Positively contribute to any department-wide or team changes, engaging with new IT systems and/or processes.Participation in wider People and OD team meetings, contributing tothe discussions and decisions.Responsible for providing administrative support to the JCC Policy-Sub-group including seeking agenda items, drafting agenda and associated attachments, maintaining appropriate copies, and records of amendments.Provide administrative support to re-format policy and guidance documents in line with the Trusts Policy on Policies.Supports the department to participate in audits as and when necessary.
Responsibility for Finance, Equipment & Other Resources
Responsible for ordering and maintaining supplies/stationary for the whole department.Responsible for processing any requisitions/invoices in line with setprocedures.Responsible for ensuring the departments equipment (i.e., photocopies,printers) are always in working order, liaising with IT/external suppliers where necessary.Responsible for reporting any requirements to QE Facilities regarding the building/working environments.
Responsibility for Supervision, Leadership & Management
To assist with induction, training and support of colleagues, including a key point of contact for work placements/temporary staff.
Responsible for supporting the induction of new senior members of the team; through setting-up IT accounts, planning/arranging induction programmes etc.
Information Resources
Responsible jointly for the collation, development and design of the Annual Workforce Report and Staff Handbook, ensuring it is produced accurately, to a high standard and in a user-friendly format.Provide administration support for complex Employee Relations meetings (i.e., disciplinary and grievance hearings/panels) including the taking of confidential minutes).Set-up, maintain and store any confidential documents in relation to thedepartment following local records management protocols.Maintain an accurate and up-to-date filing system for employee files,including the scanning, storing, saving using the electronic file systemwithin the department.Required to collate and create employee relations cases as requested,and in line with guidance, ensuring the accurate copying, presentation and distribution in line with policy/procedural deadlines.Update various workforce databases held on the shared drive.Monitor all incoming emails to the department email inbox, ensuringappropriate action is taken (i.e., forward to a team member, acknowledgereceipt, respond on behalf of senior manager) in a timely manner.To be aware of the need for confidentiality at all times including anawareness of and compliance with the Data Protection Act.
Any Other Specific Tasks RequiredTo assist with ad hoc specialist projects or tasks when required.Provide cover for other administrative staff within the team in their absence or when capacity dictates.Participate in own professional development, supervision and annual appraisal.
Person Specification
Qualifications & Training
Essential
- ECDL or equivalent IT qualification
- NVQ Level 3 in Administration (or equivalent experience)
- RSA Typing Qualification or equivalent advanced keyboard use
Experience
Essential
- Experience of working in a busy office environment
- Previous experience of delivering a high quality, customer focussed service
- Experience of formal minute taking, or proven ability to record complex and voluminous information accurately
- Extensive experience using Microsoft Office packages (word/excel/databases)
- Experience of multiple electronic diary management
Desirable
- Experience of working in a HR or Workforce function
Skills and Abilities
Essential
- Excellent interpersonal and communication skills (verbal and written) including a positive telephone manner and ability to communicate at all levels with a professional and courteous manner using tact and diplomacy
- IT skills - work processing, email, internet, PowerPoint
- Problem solving skills
- Ability to develop strong working relationships quickly
- Excellent organisational and prioritising skills, including the ability to manage a high workload and work under pressure
- Ability to work confidently on own initiative, as well as effectively within a team
- Attention to detail and accuracy of input
- Able to multi-task and deal with constant interruptions
- Awareness of confidentiality when dealing with staff information
Person Specification
Qualifications & Training
Essential
- ECDL or equivalent IT qualification
- NVQ Level 3 in Administration (or equivalent experience)
- RSA Typing Qualification or equivalent advanced keyboard use
Experience
Essential
- Experience of working in a busy office environment
- Previous experience of delivering a high quality, customer focussed service
- Experience of formal minute taking, or proven ability to record complex and voluminous information accurately
- Extensive experience using Microsoft Office packages (word/excel/databases)
- Experience of multiple electronic diary management
Desirable
- Experience of working in a HR or Workforce function
Skills and Abilities
Essential
- Excellent interpersonal and communication skills (verbal and written) including a positive telephone manner and ability to communicate at all levels with a professional and courteous manner using tact and diplomacy
- IT skills - work processing, email, internet, PowerPoint
- Problem solving skills
- Ability to develop strong working relationships quickly
- Excellent organisational and prioritising skills, including the ability to manage a high workload and work under pressure
- Ability to work confidently on own initiative, as well as effectively within a team
- Attention to detail and accuracy of input
- Able to multi-task and deal with constant interruptions
- Awareness of confidentiality when dealing with staff information
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.
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).
Additional information
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.
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).
