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HR Projects Administrator

3 months ago

Norwich, United Kingdom Norfolk Community Health and Care NHS Trust Full time

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.

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.

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.

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.

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