People Services Team Administrator

6 months ago

Oswestry, United Kingdom Robert Jones and Agnes Hunt Orthopaedic Hospital NHS Foundation Trust Full time

Providing high quality administrative services to enable colleagues to improve the patient experience, promote better care and contribute to a better working environment. Successfully communicate with others, establishing and maintaining great working relationships and gain co-operation. Deal courteously with incoming telephone and teams call, using own initiative to redirect calls to the appropriate person, take messages and obtain information on behalf of the team, taking action at own discretion. Communicate factual and sensitive information, communicating with: People Services Team Managers across the Trust Staff across the Trust Staff Representatives External Staff Representatives, Staff Organisations Competent use of Outlook for effective diary management, appointment bookings/cancellations and monitoring of appointment systems.

Develop and maintain office systems to ensure the efficient collation, storage and retrieval of information (e.g., spreadsheets, reports) Extract and collate information from the Employee Staff Record (ESR) system and Occupational Health system. Act as first point of contact, handling communication with customers e.g., members of the staff, colleagues, staff representatives. Assist in the production of reports, presentations, spreadsheets, questionnaires etc. Maintain the strictest level of confidentiality at all times.

Have the ability to receive process and or provide sensitive / confidential information which requires a high level of tact. In addition to general office duties, will be required to accurately maintain records, input data, maintain department policies and procedures using Microsoft packages, Trust and NHS specific systems. Co-ordinate the process for arranging Employee Relations meetings, such as final sickness hearings. Support the administration of Employee Relations correspondence, such as packs including confidential information for final sickness hearings etc.

taking sufficient copies for files and distribution. Distribute employee relations information, such as packs. Contribute to the development of policies and procedures in own area as part of the team. Provide administrative support to team events such as training as and when required.

Contribute to continual service improvement and support project work within the service. Monitoring and management of local stock levels and stationery. Ensure resource areas have adequate stock at all times. (e.g., stationery, dealing with oracle requisitions and coordination/payment of approved invoices).

Personal duty of care to complete time sheets, mileage forms, expense claim sheets etc., accurately and in a timely manner, providing receipts as required. Undertake surveys and audits as necessary to own work and engagement within staff survey completion. Prepare and participate in regular supervisions and appraisals. Have the ability to concentrate within a busy office environment where work patterns are unpredictable.

Ensure all mandatory and job relevant training is undertaken and kept up to date. There is a frequent requirement to use a computer for a substantial proportion of each day. Occasional light physical effort required when filing or moving and storing stationery items. Occasional indirect exposure to distressing or emotional circumstances when typing sensitive information, and dealing face-to-face with, or taking phone calls from distressed staff.

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