Compliance & HR Officer

Job description

Job responsibilities

COMPLIANCE

To act as the first point of contact for managers and staff providing timely advice and guidance on W&OD compliance matters

To maintain Directorate Register of W&OD policies and liaising with Policy leads to ensure review dates are adhered to and co-ordinate the submission of Policies to Board Committee for approval.

To support the Compliance Business Partner with the process for policy monitoring requirements

To act as a central point of contact for all Data Subject Access Requests from employees/ex-employees, co-ordinate the collation of information from relevant parties, maintain a central register of requests, monitoring compliance with statutory timeframes and escalate breaches as appropriate

To act as a central point of contact for all FOI requests for W&OD, ensuring timely responses to the requests in order to meet statutory timeframes and escalate breaches as appropriate

Maintain a database of Audits, and chase up outstanding actions as appropriate.

To be the central point of contact and co-ordinate W&OD Directorate Wide communications.

In liaison with the Trust Communications Team, arrange and maintain the update of the W&OD StaffNet page

Maintain an up to date list of Trade Union Full Time Officers and accredited staff representatives and compose replies to routine correspondence relating to trade union enquiries and accreditation of union members.

To maintain the register of Local union representatives facility time activity. Assist the Business Partner (Compliance) with collation of data for Annual Reporting Submission

Assist with the production of the JCNC agendas and associated papers, ensuring they are issued in a timely manner. Attend the JCNC as note taker

HUMAN RESOURCES

To act as the first point of contact for managers and staff providing timely HR advice and guidance as required on HR issues for all staff (both medical and non-medical) including: HR policies and procedures, terms and conditions of service; management of attendance; ensuring compliance with current employment legislation.

With appropriate support from the HR Managers/Advisors provide effective advice and support to managers in the management of sickness absence and provide support to managers by attending non-complex sickness interviews as necessary.

With appropriate support from the HR Managers/Advisors assist in non-complex formal investigations.

To assist HR Advisors/Managers with collation of document packs as necessary.

Maintain the prior consideration list and, on a weekly basis, check those on prior against vacancies and flag where there are potential suitable alternative employment opportunities and take action as appropriate including escalate where necessary.

To liaise with managers regarding the admin side of lapsed Registrations and ensure the appropriate HR representative is kept updated

Support the delivery of the Trusts Human Resources Policy training programmes; organise training and other events, preparing materials as appropriate.

GENERAL

To receive and respond to internal and external correspondence, taking appropriate and timely action as required, in accordance with Trust and/or departmental standards and processes.

Develop and maintain electronic administration systems/databases to aid the smooth running of the HR and Compliance teams to meet service requirements.

To contribute to the development and review of appropriate W&OD policies and procedures, Work Instructions/SOPS, and working practices

To ensure all appropriate issues are escalated to the HR Compliance Business Partner when appropriate

To provide an effective and high quality administrative support service to the Directorates Heads of Service

To liaise and set up meetings as appropriate.

Attending meetings and taking notes as required.

Support the Compliance & HR teams with the implementation of ad-hoc projects as required

To contribute to the delivery of Directorate plans and programmes as identified within key objectives

Work as part of a team to ensure the delivery of quality Compliance & HR services.

Any other duties commensurate with Band.

Person Specification

Qualifications

Essential

• Good General Education (GCSE)
• Educated to NVQ level 4 standard in a relevant discipline or equivalent experience.
• Certificate in HR Practice (or be working towards)

Desirable

• Evidence of continual personal development i.e. regular updates in employment legislation and other HR related matters

Special Skills and Knowledge

Essential

• Good written and verbal communication skills
• Ability to communicate and work effectively with a wide range of people from different backgrounds
• Ability to prioritise work and to work effectively under pressure
• Tact and diplomacy in interactions with others
• Good personal organisation and administrative skills
• Good influencing skills
• Able to prioritise tasks and work to deadlines
• Evidence of using own initiative and able to work with minimal supervision
• Ability to work independently and as part of a team
• Ability to meet specific deadlines
• Competent user of Microsoft/Computer products
• Knowledge of Data Protection and understanding of confidentiality
• Knowledge of employment law and Terms & Conditions of Service
• Flexible/positive attitude to work

Experience

Essential

• Experience of working in an Administrative role
• Experience of working in a HR Department/HR Assistant role
• Experience of advising on terms and conditions of employment
• Advanced use keyboard and computing skills, in particular Excel Spreadsheets
• Experience of setting up and maintaining databases and spreadsheets
• Experience of note taking
• Experience of working to and meeting deadlines

Desirable

• Experience of advising/dealing with compliance issues
• Experience of working in an NHS Human Resources Department
• Experience of dealing with HR issues i.e. absence management
• Experience of web based applications

Special Requirements

Essential

• Ability to travel to meet the requirements of the post

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.

Employer details

Employer name

County Durham & Darlington NHS Foundation Trust

Address

Bishop Auckland General Hospital

Cockton Hill Road

Bishop Auckland

County Durham

DL14 6AD

Employer's website

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