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People & Culture Administration Officer

5 months ago

Colchester, United Kingdom St Helena Hospice Full time

St Helena are looking for a People & Culture Administration Officer to join their friendly and welcoming team, providing an efficient and effective administration support service to the P&C department, the wider organisation and external stakeholders.

Within the role you will develop a wider understanding of the full P&C function and the legal responsibilities in relation to employment in the hospice sector.

The main focus of this role will be to organise recruitment and onboarding, update systems and databases and manage daily correspondence - therefore the ability to communicate effectively across the organisation is crucial.

This role involves inputting high volumes of personnel data into the P&C system for new starters, leavers and contract variations adhering to strict monthly payroll deadlines. So, the ability to prioritise a varied workload, have attention to detail and the sensitivity to appropriately handle confidential information are essentials.

**DUTIES & RESPONSIBILITIES**

Recruitment
- Provide administrative support in relation to the recruitment of staff, to include, processing recruitment request forms, advertisements, arranging interviews and completing the necessary checks and paperwork.
- Support the organisation with recruitment drives, including attending external events.
- Assist with generating monthly reporting on recruitment.
- Provide advice and support to managers on recruitment and selection, ensuring full compliance with equal opportunities and associated employment legislation including voluntary aspects, using own judgement and knowledge to assess and advise on appropriate recruitment channels within budget.

Onboarding
- Provide administrative support in relation to offers of employment and pre-employment checks, to include referencing, medical checks, professional registration and clearance from Disclosure and Barring Service.
- Liaise with Payroll in relation to new starter information including pension and HMRC details.
- Maintain and update databases and systems in relations to new starters including organisation charts and personnel records.
- Conduct face to face inductions with new starters, ensuring that induction checklists are distributed. This may require travelling to different St Helena sites.

P&C Processes
- Maintain and update databases and systems in relation to probation reviews and changes. This is to include obtaining approvals, drafting of letters, updating Staff Care and filing of documentation.
- Assist with processing leavers, both employed and bank workers, including calculating annual leave, exit interviews, updating systems and liaising with payroll.
- Provide weekly new starter information to internal departments as required.
- Update the P&C Workplace page with information on recruitment, new starters and general information.
- Release the rota’s on a monthly basis and provide support to line managers as required on the Staff Care system.
- Administer the helpdesk system, responding to internal queries in a timely manner.
- Monitor mandatory training compliance, providing reports where required.
- To act as counter signatory to the organisation with regard to Disclosure and Barring Service disclosures on all volunteers and staff, within the Hospice and for outside bodies, within the guidelines outlined by Government and to process, monitor and maintain DBS records.
- To supervise and ensure the maintenance of an accurate and up to date HRIS in relation to organisational and employee data, including producing reports from these systems as required

General
- Plan and implement health and wellbeing initiatives.
- Process and file all paperwork efficiently. Maintaining effective systems of document control and housekeeping for all related personnel letters, communications and other regular checks as required.
- Administer the internal P&C mailboxes, dealing with enquiries and liaising with others as required.
- Ensure that all confidential P&C incoming enquiries are allocated to the appropriate people in a timely manner.

Prioritise own workload according to deadlines and demands of the department, assisting others when required.

Please note that this is a hybrid role (following training), with 3 days in the office required.

St Helena Hospices’ core values and behaviours will be embedded in our recruitment, our training and development review and our decision making process.

St Helena provides a friendly, supportive and positive working environment across all our sites and diverse teams. We are an ambitious organisation determined to make a difference to local people across north Essex who face incurable illness and bereavement. That means working with us is a demanding but hugely fulfilling experience.

In return we offer;
- A competitive salary
- Group Pension Plan
- At Least 27 days Annual Leave, plus statutory Bank Holidays
- Occupation Sick Pay after 6 months of service
- Professional Registrations can be claimed back
- Employee Assi