Job summary
Expected Shortlisting
Date
11/08/2025
Planned Interview
Date
18/08/2025
We
are recruiting two motivated and detail-focused HR Support Administrative
Officers to join our centralised HR Core Admin Team. This is a highly visible
and valued role that supports Trust-wide HR activity, including employee
references, variation orders, hearing coordination, panel logistics, and data
integrity tasks. The team is responsible for maintaining key workflows that
underpin our people governance processes.
You
will join a small but highly effective admin team that works professionally
with HR senior leaders, managers, payroll services, and staff side colleagues
to deliver consistently excellent results. While aligned to the central HR
Core Admin function, this team forms part of a wider administrative network
that supports the full range of activity across Human Resources function. The
role also includes supporting the central HR advice telephone line, offering
professional first-line response and effective signposting to the correct
teams or processes.
Main duties of the job
Manage
shared HR inboxes, triaging and categorising emails relating to variation
orders, references, panels and appeals.
Provide
first-line cover for the HR telephone advice line, responding to routine
queries and signposting effectively to HR or payroll contacts.
Support
HR senior leaders with administrative tasks including the coordination of
appeals, panel packs, and timely documentation handling.
Prepare
and format HR letters, certificates, panel packs and meeting notes using
standard templates.
Contribute
to hearing prep including booking rooms, organising pre-reads, printing, and
formal minute formatting.
Manage
various other key activity within the HR admin function working closely with
your HR Support Team Leader to provide the best possible services for our
stakeholders
About us
Leeds
Teaching Hospitals NHS Trust is one of the largest and busiest acute hospital
trusts in the UK. With around 22,000 staff, we provide a range of both
general and specialist hospital services to patients from Leeds, Yorkshire
and beyond. We are committed to The Leeds Way our values-based approach
that underpins everything we do.
The
HR Core Admin Team plays a central and highly visible role in supporting
Trust-wide HR functions. We handle critical workflows that ensure the smooth
delivery of people processes and employment governance. You will be part of a
small but trusted admin team known for its professionalism and impact,
contributing directly to the wider work of Human Resources functions within
your role.
Leeds
Teaching Hospitals is committed to our process of redeploying 'at risk'
members of our existing workforce to new roles. As such, all our job adverts
are subject to this policy and we reserve the right to close, delay or remove
adverts while this process is completed. If you do experience a delay in the
shortlisting stage of the recruitment cycle, please bear with us while this
process is completed, and contact the named contact if you have any
questions.
Job description
Job responsibilities
Job
Description Text for NHS Jobs Portal (HR Support Admin Officer, Band 3)
This
is a key administrative role within our HR Core Admin Team a small but
effective unit working visibly across the LTHT HR CSU. While you will be part
of the centralised HR admin function, your duties directly contribute to
Trust-wide people processes including governance, compliance, and panel
support.
Further
Duties for the Role:
Coordinating
and formatting HR documents such as references, variation orders, panel
packs, and letters
Supporting
HR senior leaders with the smooth running of formal hearings, including
booking logistics and managing documentation
Providing
first-line response to staff via the HR advice telephone line and shared
inbox, with a focus on accurate and timely signposting
Liaising
with payroll, recruitment, staff side and wider HR partners to ensure
documents are properly received and recorded
Using
Microsoft Excel and HR trackers to manage deadlines, monitor progress and
escalate delays where appropriate
Core
Values and Expectations:
This
role is guided by The Leeds Way values (Patient-centred, Collaborative, Fair,
Accountable, Empowered) and requires a professional, discreet and highly
organised approach to admin work. You should have a strong sense of ownership
for your duties, and a commitment to quality, accuracy and confidentiality.
Departmental
Context:
You
will report to the HR Support Team Leader and work closely with the Admin
Team Manager. You will also interact with HR Business Partners and
Stakeholders across the CSU. Your work underpins key admin support to
processes like appeals, disciplinary hearings, and employee reference
fulfilment. The service is fast-moving and confidential in nature, and your
role is essential to ensuring these processes run smoothly and are auditable.
Physical,
Mental, and Emotional Effort Required:
You
will work primarily at a screen using Outlook, Word, Lists, Excel and various
IT system..
You
will need strong attention to detail and ability to maintain focus while
managing competing admin requests.
Occasional
emotional resilience is required when supporting processes involving
grievances and our trust colleagues contact us requiring support advice for
you to signpost them to the appropriate resource.
Why
join us?
This
is an ideal role if you are looking to deepen your HR admin experience in a
visible and impactful setting. You will be part of a trusted team delivering
excellent service, while being supported to grow your skills, confidence and
career in NHS administration.
This
is a summary only. The full Job Description and Person Specification are
available via download.
Job description
Job responsibilities
Job
Description Text for NHS Jobs Portal (HR Support Admin Officer, Band 3)
This
is a key administrative role within our HR Core Admin Team a small but
effective unit working visibly across the LTHT HR CSU. While you will be part
of the centralised HR admin function, your duties directly contribute to
Trust-wide people processes including governance, compliance, and panel
support.
Further
Duties for the Role:
Coordinating
and formatting HR documents such as references, variation orders, panel
packs, and letters
Supporting
HR senior leaders with the smooth running of formal hearings, including
booking logistics and managing documentation
Providing
first-line response to staff via the HR advice telephone line and shared
inbox, with a focus on accurate and timely signposting
Liaising
with payroll, recruitment, staff side and wider HR partners to ensure
documents are properly received and recorded
Using
Microsoft Excel and HR trackers to manage deadlines, monitor progress and
escalate delays where appropriate
Core
Values and Expectations:
This
role is guided by The Leeds Way values (Patient-centred, Collaborative, Fair,
Accountable, Empowered) and requires a professional, discreet and highly
organised approach to admin work. You should have a strong sense of ownership
for your duties, and a commitment to quality, accuracy and confidentiality.
Departmental
Context:
You
will report to the HR Support Team Leader and work closely with the Admin
Team Manager. You will also interact with HR Business Partners and
Stakeholders across the CSU. Your work underpins key admin support to
processes like appeals, disciplinary hearings, and employee reference
fulfilment. The service is fast-moving and confidential in nature, and your
role is essential to ensuring these processes run smoothly and are auditable.
Physical,
Mental, and Emotional Effort Required:
You
will work primarily at a screen using Outlook, Word, Lists, Excel and various
IT system..
You
will need strong attention to detail and ability to maintain focus while
managing competing admin requests.
Occasional
emotional resilience is required when supporting processes involving
grievances and our trust colleagues contact us requiring support advice for
you to signpost them to the appropriate resource.
Why
join us?
This
is an ideal role if you are looking to deepen your HR admin experience in a
visible and impactful setting. You will be part of a trusted team delivering
excellent service, while being supported to grow your skills, confidence and
career in NHS administration.
This
is a summary only. The full Job Description and Person Specification are
available via download.
Person Specification
Skills & behaviours
Essential
- Ability to prioritise workload, manage competing demands and meet fixed deadlines
- Strong attention to detail with high standards of accuracy in all written and digital work
- Able to communicate effectively in writing and in person with a wide range of staff and stakeholders
- Proven ability to work independently using initiative, while also contributing to a team
- Good interpersonal skills, professional and approachable in manner
- Committed to maintaining confidentiality, integrity and service quality
- Demonstrates a professional and courteous telephone manner when handling incoming calls
- Willingness to adapt, learn new systems and follow Standard Operating Procedures
Desirable
- Confidence in minute-taking, document formatting or meeting preparation
- Ability to work in a fast-paced administrative environment supporting multiple stakeholders
- Experience supporting or covering shared telephone lines or switchboard duties
Qualifications
Essential
- GCSE (or equivalent) in English and Maths
- Willingness to attend relevant training courses, including IT, information governance and HR systems
Desirable
- ECDL, CLAIT or basic IT qualification
- Evidence of continued personal or professional development
Experience
Essential
- Previous administrative/clerical experience in a busy office or professional service environment
- Experience of using Microsoft Office (particularly Word, Outlook and Excel) in a work setting
- Experience of maintaining trackers, records, or shared inboxes with attention to detail
- Demonstrable ability to deal with confidential information professionally and discreetly
Desirable
- Experience working in HR, recruitment, payroll or NHS administrative services
- Experience of preparing paperwork for formal meetings, hearings or panels
- Experience using ESR, job description databases, or HR trackers
Additional Requirements
Essential
- Able to work flexibly if required for urgent activity
- Committed to upholding The Leeds Way values in daily practice
Person Specification
Skills & behaviours
Essential
- Ability to prioritise workload, manage competing demands and meet fixed deadlines
- Strong attention to detail with high standards of accuracy in all written and digital work
- Able to communicate effectively in writing and in person with a wide range of staff and stakeholders
- Proven ability to work independently using initiative, while also contributing to a team
- Good interpersonal skills, professional and approachable in manner
- Committed to maintaining confidentiality, integrity and service quality
- Demonstrates a professional and courteous telephone manner when handling incoming calls
- Willingness to adapt, learn new systems and follow Standard Operating Procedures
Desirable
- Confidence in minute-taking, document formatting or meeting preparation
- Ability to work in a fast-paced administrative environment supporting multiple stakeholders
- Experience supporting or covering shared telephone lines or switchboard duties
Qualifications
Essential
- GCSE (or equivalent) in English and Maths
- Willingness to attend relevant training courses, including IT, information governance and HR systems
Desirable
- ECDL, CLAIT or basic IT qualification
- Evidence of continued personal or professional development
Experience
Essential
- Previous administrative/clerical experience in a busy office or professional service environment
- Experience of using Microsoft Office (particularly Word, Outlook and Excel) in a work setting
- Experience of maintaining trackers, records, or shared inboxes with attention to detail
- Demonstrable ability to deal with confidential information professionally and discreetly
Desirable
- Experience working in HR, recruitment, payroll or NHS administrative services
- Experience of preparing paperwork for formal meetings, hearings or panels
- Experience using ESR, job description databases, or HR trackers
Additional Requirements
Essential
- Able to work flexibly if required for urgent activity
- Committed to upholding The Leeds Way values in daily practice
