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HR Administrator

2 months ago

Surrey, United Kingdom Epsom and St Helier University Hospitals NHS Trust Full time
Job Overview

The HR Administrator will work as part of the HR Services Team, providing a high level of support and assistance in ensuring key activities are undertaken in an efficient and effective manner. The postholder will be responsible for overseeing and undertaking all HR compliance checks and will be expected to maintain efficient administration in these processes and ensure accurate recording of all data as well as provide higher level admin support.

Main Duties of the Job

The HR Administrator will work as part of the HR Services Team, providing a high level of support and assistance in ensuring key activities are undertaken in an efficient and effective manner. The postholder will be responsible for overseeing and undertaking all HR compliance checks and will be expected to maintain efficient administration in these processes and ensure accurate recording of all data as well as provide higher level admin support.

Key Responsibilities
  • Review and maintain monthly workforce reports to ensure that all mandatory working requirements continue to be met, including; right to work and professional registrations (NMC, HCPC etc) in line with Trust policies and legal requirements.
  • Ensure that compliance checks are being undertaken correctly and in a timely manner and any breaches are escalated to the appropriate managers, ERA and ERM.
  • Lead on the application of Certificates of Sponsorship (CoS) for any staff that may require this as part of their right to work.
  • Act as one of the first point of contact for managers and members of staff at all levels dealing with their enquiries, providing information on a range of HR policies and procedures and NHS terms and conditions of employment.
  • Provide information to staff including managers on maternity leave, adoption, leave, paternity and shared parental leave calculating entitlements, in line with the Trust's policy.
  • Provide advice on the range of staff benefits available and signpost to relevant HR Teams for further information.
  • Deal with escalated queries from the HR Assistant and other HR teams and provide accurate HR advice.
  • Directing employees, managers to the appropriate ER Advisor/Team, if necessary where more complex ER advice is needed.
  • Liaising and communicate effectively with colleagues and other departments, outside agencies, recording and communicating complex, controversial or sensitive information.
  • Signposting staff to the Line Manager, SBS Portal or Employee Contractual Changes Team, for the resolution of pay and contract-changes enquiries.
  • Communicating sensitive and confidential HR information in person, by telephone and in writing using tact, discretion and sensitivity.
  • Build and maintain excellent working relationships within own team, with managers and staff.
  • Responsible for training, instructing and supervising the HR Assistants on a daily basis, ensuring that the workload of the HR Services Team is managed effectively.
  • Keeping up to date on Trust policies, national terms and conditions for Agenda for Change staff and basic employment legislation.
Administrative Duties
  • To lead on the Trusts Vacancy Control Panel (VCP), ensuring that the necessary jobs are sent to the panel and outcomes are updated onto the TRAC system.
  • To oversee the coordination of the Trust's Mediation Service and maintain accurate records for reporting purposes.
  • To be responsible for requisition/purchase order requests, linking in with the Trusts procurement team as required.
  • Support the HR Services Advisor and work closely with the HR Assistant (HR Services Team), responding to ER related ASK HR enquiries and data requests as needed.
  • Provide cross cover during the annual leave and absence of colleagues as needed.
  • Support members of the ER team with investigations and casework. Act as a coordinator on the day of hearings and ER team meetings, including organising papers, booking rooms, liaising with employees/witnesses as necessary.
  • Organise and arrange disciplinary, appeal, grievance, and sickness absence hearings under the direction of the ER Managers/Advisors/Head of ER ensuring that all information sent to the various parties is accurate and complete and is dispatched in a timely fashion.
  • Support the ER Manager with any ad hoc projects relating to compliance and Employee Relations.
  • Assist the ER team with organisation and delivery of training events, including updating slides/handouts, recording attendance, issuing certificates in accordance with instructions provided.
  • Type correspondence from copy typing and audiotapes, reports etc. Ensuring attention to detail, layout and presentation are of a high standard.
  • Assist in the preparation of documents/reports/case papers for dissemination both within and outside the department/function.
  • Organise electronic files ensuring that all information is correctly saved to the appropriate directory and in the correct format, regularly performing 'house keeping' tasks.
  • In conjunction with the other Team members to develop, improve, and maintain administration systems and procedures.
  • Support the maintenance of the HR pages on the Trust intranet and the HR shared drive ensuring that documents/folders etc. are up-to-date and regularly archiving old versions of documents.
  • Produce HR related reports as required utilising ESR or departmental databases.
  • Assist the team in collating the required information for FOI and SAR requests and respond within the required timeframe.
General Duties
  • Ensure all documentation is processed and stored in accordance with departmental standards.
  • To work collaboratively with colleagues in the ER team as an active team member, assisting in the induction of any new team members.
  • Demonstrate a customer focused approach at all times, actively promoting a positive image of the HR Services/ER team.
  • To undertake such duties as may be required from time to time as are consistent with the responsibilities of the banding and the needs of the service.
  • Answer all telephone and email queries promptly and effectively, managing queries accordingly.
  • To cover the work of the other team members as required.