Job summary
1x Fixed term (6 months), part-time (30 hours) post.
The HR Absence Support Assistant will work as part the Absence Support team, alongside the HR Absence Support Advisor, HR Business Partners and Advisors in supporting their divisions in improving the health and wellbeing of the workforce by managing sickness absence in line with the Trusts Attendance Management Policy and Procedure.
Interview date: 11th March 2023
Main duties of the job
- Receiving and handling customer enquiries from the likes of staff and managers in relation to the Absence Support service.
- Produce standard reports from the Trusts Electronic Staff Record System (ESR).
- Inputting data and maintaining accurate records with regards to employees absence on ESR and other monitoring systems used by the Absence Support team, ensuring attention to detail when processing and inputting that data.
- Signposting staff and managers to appropriate support services.
- To ensure the necessary follow up administration tasks are completed in an efficient, professional and timely manner.
About us
The Secretary of State has approved the partnership between St Helens & Knowsley and Southport & Ormskirk Hospitals.
From 1st July we have come together as a single organisation under the name Mersey & West Lancashire Teaching Hospitals NHS Trust.
The Trust delivers acute hospital care, intermediate care, community, and primary care services to a population of over 600,000 people with a combined workforce of around 9000 dedicated and skilled staff from 17 locations including Whiston, Southport & Formby, St Helens, Ormskirk and Newton hospitals.
The Trust provides regional services for burns, plastic surgery and spinal injuries to more than 4 million people across Mersey and West Lancashire, Cheshire, the Isle of Man and North Wales.
Our Vision is to deliver 5 Star Patient Care:
- CAREthat is evidence based, high quality and compassionate
- SAFETY that is of the highest standards
- COMMUNICATION that is open, inclusive and respectful
- SYSTEMS that are efficient, patient centred and reliable
- PATHWAYS that are best practice and embedded, but also respect the individual needs of patients
Our achievements include:
- Trust rated Outstanding by CQC Inspection August 2018
- Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
- Awarded National Preceptorship Accreditation (2023) for our Nursing & AHP Preceptorship Programme
Please see our Wellbeing & Benefits booklet for more information on our staff benefits. Accessible version available upon request.
Job description
Job responsibilities
Please see Job Description for a full list of duties and responsibilities.
- Ensure that all telephone enquiries are handled in a courteous, efficient and effective manner.
- Provide guidance to staff and managers in relation to the Absence Support teams services, referring more complex queries to other members of the Absence Support team.
- Read, understand and adhere to Trust policies and procedures, taking advice from others where necessary.
- Answer basic enquiries in relation to the Trusts Attendance Management Policy and Procedure, signposting customers to the most appropriate source of information for their enquiry, e.g. Trusts intranet, before transferring to colleagues.
- Produce standard absence reports from the Trusts Electronic Staff Record System (ESR) and E-Rostering System.
- Input data and maintain accurate records with regards to employees absence on ESR and other monitoring systems used by the Absence Support team, ensuring attention to detail when processing and inputting data.
- Provide managers with mandatory template paperwork for completion from the Trusts Attendance Management Toolkit.
- Ensure all mandatory administration is completed by managers across the Trust and ensure accurate records are maintained within employees personal files.
- Ensure that data is entered onto the Absence Support monitoring systems in a timely manner, ensuring deadlines are adhered to (e.g. for Payroll purposes).
- Ensure data is processed securely in line with Records Management, Information Governance, Caldicott, Confidently and Data Protection policies.
Job description
Job responsibilities
Please see Job Description for a full list of duties and responsibilities.
- Ensure that all telephone enquiries are handled in a courteous, efficient and effective manner.
- Provide guidance to staff and managers in relation to the Absence Support teams services, referring more complex queries to other members of the Absence Support team.
- Read, understand and adhere to Trust policies and procedures, taking advice from others where necessary.
- Answer basic enquiries in relation to the Trusts Attendance Management Policy and Procedure, signposting customers to the most appropriate source of information for their enquiry, e.g. Trusts intranet, before transferring to colleagues.
- Produce standard absence reports from the Trusts Electronic Staff Record System (ESR) and E-Rostering System.
- Input data and maintain accurate records with regards to employees absence on ESR and other monitoring systems used by the Absence Support team, ensuring attention to detail when processing and inputting data.
- Provide managers with mandatory template paperwork for completion from the Trusts Attendance Management Toolkit.
- Ensure all mandatory administration is completed by managers across the Trust and ensure accurate records are maintained within employees personal files.
- Ensure that data is entered onto the Absence Support monitoring systems in a timely manner, ensuring deadlines are adhered to (e.g. for Payroll purposes).
- Ensure data is processed securely in line with Records Management, Information Governance, Caldicott, Confidently and Data Protection policies.
Person Specification
Qualifications
Essential
- Educated to GCSE level or equivalent qualification and/or equivalent experience
- NVQ 2 in Business Administration or equivalent administration or customer care experience
Knowledge
Essential
- Demonstrable knowledge and experience of using MS Office suite
- Experience of data input
- Working within the boundaries of confidentiality and data protection
- Experience of organising and managing own workload
Desirable
- Previous experience of working within the NHS
- Knowledge of ESR
- Knowledge of HR systems and procedures
- Experience of co-ordinating multiple diaries
Skills
Essential
- Keyboard skills
- Be accurate and have high attention to detail (i.e. inputting into management information systems)
- Ability to manage and prioritise own workload
- Time management skills
- Ability to work on own initiative
- Excellent Communication skills with people at all levels
- Motivated and able to work flexibly within a team
Person Specification
Qualifications
Essential
- Educated to GCSE level or equivalent qualification and/or equivalent experience
- NVQ 2 in Business Administration or equivalent administration or customer care experience
Knowledge
Essential
- Demonstrable knowledge and experience of using MS Office suite
- Experience of data input
- Working within the boundaries of confidentiality and data protection
- Experience of organising and managing own workload
Desirable
- Previous experience of working within the NHS
- Knowledge of ESR
- Knowledge of HR systems and procedures
- Experience of co-ordinating multiple diaries
Skills
Essential
- Keyboard skills
- Be accurate and have high attention to detail (i.e. inputting into management information systems)
- Ability to manage and prioritise own workload
- Time management skills
- Ability to work on own initiative
- Excellent Communication skills with people at all levels
- Motivated and able to work flexibly within a team
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.
