Job summary
We are looking for a self-motivated, organised and experienced Human Resources Administrative Assistant, with excellent IT skills to support the HR Operations Team and wider HR team. You will provide a high standard of administration duties as the central point of contact for the team who often work across the county.
In this role you will require excellent communication and interpersonal skills, as well as having outstanding attention to detail. We are looking for a friendly, approachable, organised & efficient team player who uses initiative, and is able to prioritise own workload, along with good diary management skills.
An important part of the role is to provide support on a range of HR initiatives and to prepare and coordinate a range of formal meetings. The work that we undertake requires discretion and professionalism often working with confidential information. You will be expected to demonstrate sensitivity and care when dealing with queries from the team, members of staff and the public.
The successful candidate will need a working knowledge of Microsoft packages.
There is flexibility over the hours of work, however we would ask that the weekly hours are spread over a minimum of three days each week.
Please be aware face to face interviews are scheduled for Wednesday 14th February 2024.
For further details / informal visits contact: Sevil Stevens on sevil.stevens@nchc.nhs.uk or Bill Partner on bill.partner@nchc.nhs.uk
Main duties of the job
The post holder will fulfil all tasks associated with the smooth running of HR Projects including Job Evaluation and HR Policies. The post holder will complete administrative tasks to support employee relations case management and project governance with a strong attention to detail. The post holder must be responsive and reactive to requests, ensuring outputs are right first time and completed in a timely manner.
As well as dealing with diary and calendar management, creating reports and documentation, the post holder will be required to provide a high level of project meeting administration support, including preparing agenda's, ensuring papers are compiled and sent in a timely manner, providing high quality professional support to the meeting, both in facilitation and minute taking.
The post holder will be responsible for their own workload and will be required to work with the governance structures, positively advocating good governance. This includes supporting the use of templates and branded documentation and ensuring consistency across projects.
The post holder will work closely with the HR Business Partners, Deputy HR Business Partners and Administration Assistant to the Director of HR & OD to ensure consistent, high quality, timely administrative support across HR Operations and Projects.
About us
Apply now to join the HR team for an organisation that has been awarded an 'Outstanding' rating by the Care Quality Commission (CQC), the highest possible rating and the first stand-alone NHS community trust in the country to be awarded the title.
Job description
Job responsibilities
1. To carry out and prioritise a variety of administrative and clerical duties and undertake other project administrative tasks (prioritising and generate own workload), which will include:
- Using a range of software programmes and audiotyping to produce, maintain and distribute documents, including reports, spreadsheets, databases and presentations, which may include regularly dealing with matters of a complex and/or distressing nature.
- Understanding of a range of work procedures and practices, some of which are non-routine, which require a base level of theoretical knowledge. This is normally acquired through formal training or equivalent experience.
- Photocopying, scanning, emailing, distributing, filing and organising documentation, reports and presentations.
- Setting up and maintaining comprehensive, confidential records and electronic recall and filing systems, ensuring that all records are kept up-to-date and filing is carried out in a timely manner
- Opening, date-stamping, sorting and distributing incoming mail, relating it to previous correspondence as appropriate and ensuring that outgoing post is sent in a timely manner.
- Day to day management of a variety of mailboxes, assessing incoming correspondence and responding where possible or escalating for action.
- Researching appropriate websites, downloading and circulating documents, as requested.
- Identify and report areas within working processes and procedures that could improve service delivery.
- Project management to ensure that statutory and NHS reporting timeframes are adhered to.
2. To maintain schedules and diaries, organise and projects meetings and groups, which may involve travel to and from other venues. This will include resolving appointment conflicts, ensuring notes are ready for meetings, issuing meeting invitations, formulating agendas, distributing papers, making room bookings, arranging meeting room layout, equipment, hospitality, greeting visitors and taking formal minutes or notes of meetings.
3. Work is managed, rather than supervised and results/outcomes are assessed at agreed intervals.
4. To undertake telephonist duties, receiving and processing telephone calls, including enquiries to HR, which may be urgent, liaising with the HR Team to correctly process referrals.
5. To communicate with staff and stakeholders at an appropriate level providing clear information and guidance and dealing with fears and lack of understanding, exercising tact and judgement in dealing with and resolving routine enquiries, taking accurate messages and ensuring these are passed to the relevant person in a timely manner.
6. To be responsible for the efficient use of office equipment and supplies, monitoring and maintaining stock levels, requisitioning/authorising and receipting goods and services on the NHS procurement system and carrying out research into goods and services as directed.
7. Inputting onto various databases and systems, e.g. ESR, Health Roster, Powergate, MS Access and designated spreadsheets, within the required timescales and deadlines.
8. To report maintenance, cleaning, health and safety and other site issues in line with current procedures keeping the line manager/site manager informed at all times.
9. In conjunction with colleagues, to be responsible for ensuring that petty cash, monies or valuables are accurately recorded and banked promptly and that a regular audit is carried out to ensure compliance with procedures and financial standing orders.
10. To implement policies for own work area and propose changes, as necessary and demonstrating required duties to new starters. To monitor and report sickness absence and annual leave.
11. To receive high value items including (but not exclusively), IT equipment, in accordance with Trust Protocol Guidelines, ensuring secure storage and distribution to the relevant disciplines.
12. Provide cover in other departments, during periods of team absences.
13. It is the post holders responsibility to ensure that they have undertaken all mandatory training, in line with Trust policies and procedures.
Job description
Job responsibilities
1. To carry out and prioritise a variety of administrative and clerical duties and undertake other project administrative tasks (prioritising and generate own workload), which will include:
- Using a range of software programmes and audiotyping to produce, maintain and distribute documents, including reports, spreadsheets, databases and presentations, which may include regularly dealing with matters of a complex and/or distressing nature.
- Understanding of a range of work procedures and practices, some of which are non-routine, which require a base level of theoretical knowledge. This is normally acquired through formal training or equivalent experience.
- Photocopying, scanning, emailing, distributing, filing and organising documentation, reports and presentations.
- Setting up and maintaining comprehensive, confidential records and electronic recall and filing systems, ensuring that all records are kept up-to-date and filing is carried out in a timely manner
- Opening, date-stamping, sorting and distributing incoming mail, relating it to previous correspondence as appropriate and ensuring that outgoing post is sent in a timely manner.
- Day to day management of a variety of mailboxes, assessing incoming correspondence and responding where possible or escalating for action.
- Researching appropriate websites, downloading and circulating documents, as requested.
- Identify and report areas within working processes and procedures that could improve service delivery.
- Project management to ensure that statutory and NHS reporting timeframes are adhered to.
2. To maintain schedules and diaries, organise and projects meetings and groups, which may involve travel to and from other venues. This will include resolving appointment conflicts, ensuring notes are ready for meetings, issuing meeting invitations, formulating agendas, distributing papers, making room bookings, arranging meeting room layout, equipment, hospitality, greeting visitors and taking formal minutes or notes of meetings.
3. Work is managed, rather than supervised and results/outcomes are assessed at agreed intervals.
4. To undertake telephonist duties, receiving and processing telephone calls, including enquiries to HR, which may be urgent, liaising with the HR Team to correctly process referrals.
5. To communicate with staff and stakeholders at an appropriate level providing clear information and guidance and dealing with fears and lack of understanding, exercising tact and judgement in dealing with and resolving routine enquiries, taking accurate messages and ensuring these are passed to the relevant person in a timely manner.
6. To be responsible for the efficient use of office equipment and supplies, monitoring and maintaining stock levels, requisitioning/authorising and receipting goods and services on the NHS procurement system and carrying out research into goods and services as directed.
7. Inputting onto various databases and systems, e.g. ESR, Health Roster, Powergate, MS Access and designated spreadsheets, within the required timescales and deadlines.
8. To report maintenance, cleaning, health and safety and other site issues in line with current procedures keeping the line manager/site manager informed at all times.
9. In conjunction with colleagues, to be responsible for ensuring that petty cash, monies or valuables are accurately recorded and banked promptly and that a regular audit is carried out to ensure compliance with procedures and financial standing orders.
10. To implement policies for own work area and propose changes, as necessary and demonstrating required duties to new starters. To monitor and report sickness absence and annual leave.
11. To receive high value items including (but not exclusively), IT equipment, in accordance with Trust Protocol Guidelines, ensuring secure storage and distribution to the relevant disciplines.
12. Provide cover in other departments, during periods of team absences.
13. It is the post holders responsibility to ensure that they have undertaken all mandatory training, in line with Trust policies and procedures.
Person Specification
Qualifications
Essential
- Numerate and literate, with Maths and English GCSE (Grade C or above), or equivalent
- NVQ3 or equivalent experience in HR or Project related subject
Skills
Essential
- Comprehensive working knowledge of Microsoft Office, especially MS Teams, Word, Excel and Outlook.
Experience
Essential
- Proven administration experience in a busy office environment
- Proven experience of working as part of a team
- Proven ability to organise and service meetings
Desirable
- Knowledge of NHS ordering systems
- Knowledge of ESR, Health Roster, etc.
- Experience of working in the NHS
- Previous experience of working in a project environment
Communication
Essential
- Effective interpersonal and communication skills, both verbal and written
Skills, Abilities & Knowledge
Essential
- Comprehensive working knowledge of Microsoft Office, especially MS Teams, Word, Excel and Outlook.
- Advanced keyboard skills
- Good organisational and communication skills
- Proven ability to work on own initiative, without direct supervision, prioritising and managing own workload
- Articulate, calm, polite and well-motivated with a positive attitude to customer care
- Ability to work with complex data and documentation
- Ability to plan and organise effectively
- Ability to collaborate on tasks
- Ability to work with senior staff and appropriately challenge or question to ensure clarity on requests
- Ability to work to a high level of accuracy and quality
- Ability to follow detailed processes / procedures / instructions accurately and consistently
Desirable
- Planning skills
- Customer Care skills
- Supervisory skills
- Knowledge of Microsoft Access
Personal Attributes / Behaviours
Essential
- Reliability and flexibility, able to contribute to changing demands of a project environment
- Ability to maintain confidentiality at all times
- Positive attitude to change and continual improvement
- Able to identify with the Trust's commitment to safeguarding and promoting the welfare of children and young people/vulnerable adults.
Other
Essential
- Flexible attitude and approach to work
- Able to communicate effectively in written and verbal English Language
Person Specification
Qualifications
Essential
- Numerate and literate, with Maths and English GCSE (Grade C or above), or equivalent
- NVQ3 or equivalent experience in HR or Project related subject
Skills
Essential
- Comprehensive working knowledge of Microsoft Office, especially MS Teams, Word, Excel and Outlook.
Experience
Essential
- Proven administration experience in a busy office environment
- Proven experience of working as part of a team
- Proven ability to organise and service meetings
Desirable
- Knowledge of NHS ordering systems
- Knowledge of ESR, Health Roster, etc.
- Experience of working in the NHS
- Previous experience of working in a project environment
Communication
Essential
- Effective interpersonal and communication skills, both verbal and written
Skills, Abilities & Knowledge
Essential
- Comprehensive working knowledge of Microsoft Office, especially MS Teams, Word, Excel and Outlook.
- Advanced keyboard skills
- Good organisational and communication skills
- Proven ability to work on own initiative, without direct supervision, prioritising and managing own workload
- Articulate, calm, polite and well-motivated with a positive attitude to customer care
- Ability to work with complex data and documentation
- Ability to plan and organise effectively
- Ability to collaborate on tasks
- Ability to work with senior staff and appropriately challenge or question to ensure clarity on requests
- Ability to work to a high level of accuracy and quality
- Ability to follow detailed processes / procedures / instructions accurately and consistently
Desirable
- Planning skills
- Customer Care skills
- Supervisory skills
- Knowledge of Microsoft Access
Personal Attributes / Behaviours
Essential
- Reliability and flexibility, able to contribute to changing demands of a project environment
- Ability to maintain confidentiality at all times
- Positive attitude to change and continual improvement
- Able to identify with the Trust's commitment to safeguarding and promoting the welfare of children and young people/vulnerable adults.
Other
Essential
- Flexible attitude and approach to work
- Able to communicate effectively in written and verbal English Language
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).
