HR Assistant

2 weeks ago

Newport, United Kingdom St David's Foundation Hospice Care Full time

About the role

**Salary**: In line with National Minimum Wage

**Hours**: 37.5 hours per week (Monday to Friday)

**Closing date**: Friday 16th February 2024

**Role type**: Permanent

Job Summary

To assist the HR manager in effectively managing HR queries, dealing with Employee Relations, maintaining accurate employee records and updating policies and procedures in line with Hospice requirements and in line with Legislation changes.

Key Working Relationships
St David's Hospice Employees.
Head of Departments and Senior Leadership Team.
Volunteers.
Key Areas of Responsibility

Recruitment and Selection

Carry out all vetting stages including checking documents, I.D, qualifications, references, and DBS checks.
Sending offer letters and contracts, coordinating HR and department inductions.

Qualifications and Professional Memberships

Checking qualifications and professional memberships for new starters and ongoing throughout employment (e.g. Nurse Pin numbers, Social Care Wales, Indemnity Insurance etc.).

Administration

All aspects of administration to include staff change forms for payroll, calculating and updating holiday records and entitlements. Entering details into the HR system and updating relevant databases.
Recording all sickness absences and ensure relevant paperwork is filed.
Monitoring sickness and making adjustments to pay as necessary. Updating monthly tracker sheets for HR and payroll. Compiling reports for Board meetings and managing referrals for Occupational Health.
Updating the company intranet site with details of new starters and leavers, updating any policies and any general news items as required.
Notifying IT of starters and leavers and issuing login details and password reset information as required.

Management of Personnel Records

Maintain accurate personnel records with all contractual documents, correspondence and any changes to circumstances forms, updating all necessary spreadsheets and databases as required.
Carry out regular reviews of files and systems data in line with (GDPR) to ensure compliance with data protection and privacy legislation.
Ensure all regular updates are carried out for DBS, Nurse Pin Numbers, Training, Probation, Appraisals, Social Care Wales and professional memberships.

Policies and Procedures

Help research and update changes to HR legislation and assist with changes to HR policies, the Employee Handbook and the intranet. Circulating updates as necessary.

Payroll

Assist with the administration of the monthly payroll through the preparation of change of terms and conditions forms.
Entering sickness data into the payroll spreadsheet and completing rolling statistics of any absence reports required.
Checking the holiday payment adjustment sheet and any Agenda for Change increases.

Training and Development

Set up training files for employees to be reviewed regularly by the Education team and liaise with line managers, the Education team and the H&S Advisor to ensure all mandatory training is in date.
Review all training records for employees upon induction and refer details to the Education team for ongoing review and updates.

Projects and Audits

Assist with any departmental projects or audits/reviews as required.
Person Specification

Education

Essential

GCSE or equivalent in English Language and Maths.

Desirable

HR qualification or willingness to work towards.

Experience

Essential

Strong computer literacy especially Word and Excel.
Good customer service experience and ability to deal confidently with a range of queries.

Desirable

Previous experience in a HR setting or similar would be beneficial.
Experience in a health care setting would be advantageous but not essential.

Skills & Knowledge

Essential

Effective organisational skills.
Ability to manage own time and ability to prioritise own workload.
Good communication skills both written and orally.
Ability to accurately record data.
Filing and scanning documents.

Desirable

Some payroll or financial experience may be useful
Some knowledge of HR legislations

Other Information
Health and Safety

To ensure that the agreed procedures are carried out and be aware of the responsibilities placed on employees under the Health and Safety at Work Act. To maintain a safe environment for employees and visitors.

Data Protection

If you are required to do so, process and/or use information held on a computer or word processor in a fair and lawful way. To hold data only for specific registered purposes and not to disclose it in any way incompatible with such a purpose. To disclose data to authorised persons or organisations as instructed.

Equal Opportunities

It is the aim of St David's Hospice Care (SDHC) to ensure that no job applicant or employee receives less favourable treatment on the grounds of sex, race, colour, nationality or ethnic origins, or is placed at a disadvantage by conditions or requirements which cannot be shown to be justifiable. To this end, SDHC has an Equal Opportuni

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