St Helens & Knowsley Teaching Hospitals Hiring for HR Administrator NHS AfC: Band 3 at St Helens Full Time

In the St Helen’s and Knowsley NHS Teaching Hospitals Trust family, everyone matters. Our patients come from all walks of life and so do we. We embrace people from all backgrounds, and we want you to bring our whole self to work where you feel respected and valued as an individual and part of our team. We expect kindness in everything you say and do. By committing to this, you will find a fulfilling, supportive and safe place to work at STHK.

Job overview

We are an experienced and award winning Lead Employer employing c.11000 Doctors and Dentists in Training across HEE Cheshire & Mersey, West Midlands, East of England, East Midlands and London and South East, with this model being established since 2010, and are responsible for the full employment life cycle for our speciality doctors in training.

We currently have a vacancy for a HR Administrators to join our rapidly developing and innovative HR Case Management Team. As a Lead Employer Service our key priorities are to ensure the efficient, professional and integrated ‘one stop’ service for all our stakeholders including Host Trusts and our Educational Stakeholders.

The HR Administrators will work alongside the HR Advisory team in supporting their regions to improve the health and wellbeing of the workforce by managing sickness absence in line with the Trust’s Attendance Management Policy and Procedure. The HR Administrator will be responsible for undertaking administration tasks to support the effective and consistent management of HR case work across all our regions.

Interviews for this position will be held on the 4th & 5th August 2022.

Main duties of the job

With an NVQ Level 3 in administration or equivalent level of knowledge, you will have experience of administration and of working in a customer service environment. The successful candidate will undertake a variety of administrative functions, predominantly focussing on Attendance Management. You will ensure that information is communicated to the highest standard, whilst contributing to the smooth and efficient running of the HR Case Management Team. As a self-driven individual with effective communication and interpersonal skills you will be able to maintain courteous and appropriate working relationships with all stakeholders, maintaining confidentiality at all times. You must be able to demonstrate a good understanding and working knowledge of I.T systems including Word, Excel, PowerPoint and databases. With the ability to work in a busy environment and to strict deadlines, you will be able to use your initiative, work well within a team and demonstrate attention to detail.

We actively promote flexible working. We will consider all forms of agile working opportunities so you can strike that work life balance you have always wanted. You will be part of a team where we actively promote and support each other’s health and well-being.

For an informal discussion, please contact: Jessica McDermott, Absence Support Analyst and Advisor, [email protected] / 0151 290 4983 or Kelly Johnson-Field, HR Advisor, [email protected] / 0151 290 4982

Working for our organisation

St Helens and Knowsley Teaching Hospitals NHS Trust is the only acute Trust in Cheshire and Merseyside, and one of the few in the entire country, to achieve the title of OUTSTANDING, rated by the Care Quality Commission.

We provide a full range of acute adult services to our local population of circa 360,000 and provide tertiary services across a much wider area in the North West, North Wales and Isle of Man. We are a Major Trauma Unit and the Mersey Regional Burns Unit.

Our ‘5 Star Patient Care’ strategy is at the heart of all that we do; supporting our vision to provide world class services for all our patients by getting it right for every patient, every time.

Our latest achievements include:
Acute Trust of the Year – HSJ Awards November 2019

Trust rates Outstanding by the CQC – Inspection August 2018

Top 100 places to work in the NHS (NHS Employers and Health Service Journal)

Best acute Trust in the North West for quality of care (NHS Staff Survey 2021)

Best place to work in the North West (NHS Staff Survey 2021

In the NHS Staff Survey 2021 the Trust scored the highest marks in the North West for the following areas;

Standard of care

Best place to work

Care of patients being the Trust’s priority

Staff engagement

Staff morale

Compassionate and inclusive

Providing a safe environment for staff

Detailed job description and main responsibilities

KEY DUTIES

Administration

To generate and answer telephone calls referred into the Lead Employer HR Case Management Team, in an articulate and professional manner and to escalate any matters as appropriate to the HR Advisor for further advice.

Provide advice and guidance to employees regarding health and wellbeing interventions that are available to them on day one of any absence e.g., Physio med, EAP, GP Health Service.

To make operational judgements from the information obtained over the telephone / email to evaluate the appropriate course of action in partnership with stakeholders and HR Advisor.

To accurately record the information provided by the employee, including their health and condition, asking probing questions where necessary.

To ensure that Covid Risk Assessments are completed by Trainees and their Host Organisations.

To coordinate and signpost the employee to the relevant support services, both internal and external including Health, Work and Well Being, EAP, GP Health Service etc.

To answer general queries regarding the Trust’s Attendance Management policy and processes.

Ensure sickness absence triggers are monitored and highlighted (in conjunction with HR Advisor) to relevant stakeholders in a timely way to ensure reviews are held within set timescales.

Ensure the timely completion of return-to-work interviews for all staff on a daily basis in line with Trust policies.

Ensures timely identification of support mechanisms via letters of support for pregnancy, long term sick, ARCP outcome 3 etc.

Provide administration support ensuring that HR Case Management trackers are up to date enabling the HR team to provide accurate and up to date information to senior stakeholders and the Head of HR as required and to assist the monthly reporting to HEE.

Undertake a weekly review of outstanding fit notes and escalate no receipt to the attention of the HR Advisors.

Support the HR case management team with the administration of induction and training materials as well as presentations.

Ensure the administration process for dyslexia assessments is updated in a timely manner, including processing of orders, and arranging equipment deliveries to ensure workplace adjustments are effectively implemented working closely with the HR case management team.

Develop and maintain effective internal and external communication networks to support the delivery of the Lead Employer Service including the Lead Employer Website.

Provide administrative support to the Lead Employer Service including the processing and recording of information and production of letters.

Arrange sickness meetings, investigation meetings and provide note taking support as required.

Daily review of the LE Case Management generic email account, escalating urgent enquiries as required.

Procurement of equipment relating to access to work assessments.

To undertake scanning, copying, and filing duties as required

Data Processing and Management Information

Ensure that quality systems are in place to monitor sickness absence and produce reports to monitor activity against agreed targets.

Prepare regular statistical reports that provide updates on Lead Employer and regional activity and provide assurance of performance standards. Ensure timely escalation to line manager for areas where performance falls below agreed standards.

Facilitate the provision of timely and appropriate information to the HR case management team on attendance management matters; producing weekly reports to assist the management of absences across all of our LE regions.

Enter accurate and timely data onto HR information systems as directed ensuring data quality at all times.

Ensure security of information in line with Records Management, Information Governance, Caldicott, Confidently and Data Protection policies.

Support the team in the achievement of the published performance standards and those contained within the service level agreements.

Ensure timely reporting of Covid Risk assessment completion rates are provided for all LE regions.

Communication

Ensure that for each call/query made or received, any identified actions are processed and completed within the agreed timescales and that these are fed back to relevant stakeholders as appropriate.

Communicate effectively with challenging or vulnerable employees, utilising good listening, probing and facilitative skills across a diverse range of calls, some of which maybe challenging and emotive.

Clearly communicate the Lead Employer Case Management’s service to stakeholders and ensure accurate adherence to the Trust’s Attendance Management Policy.

Communicate and feedback to the appropriate HR Advisor assisting them with their absence caseload and ensuring communication with them remains appropriate and accurate.

Communicate effectively using a range of delivery methods such as letter writing, emailing and conversation, whilst adhering to confidentiality requirements at all times.

Assist in the effective feedback and developments of the service.

Escalate any matters of concern or complex situations to the HR Advisor.

Develop and maintain close working relationships with all Lead Employer stakeholders.

To ensure that communication with Health, Work and Well Being, stakeholders and the Lead Employer Case Management Team is both effective and timely

Policies and Procedures

Provide basic advice regarding the interpretation and application of HR policies and procedures, legislation, and terms and conditions of employment to all Lead Employer stakeholders.

Ensure own work is in accordance with Trust policies and procedures, checking with others where necessary.

Adhere to escalation procedures to ensure the timely processing of information including identification of non-receipt of fit notes ensuring payroll cut off is met.

Contribute to the development and review of Lead Employer policies, procedures and processes as required

Quality of Service

Protect access and ensure the sensitive handling of confidential employee information.

Propose changes to working practices and procedures in own area, as appropriate.

Identify any areas of the service which are not meeting the required standards.

Accurately record feedback from stakeholder complaints and share with the Lead Employer HR Case Management Team

Service Improvement

Contribute to the achievement of corporate objectives and the Lead Employer Service Level Agreement.

Contribute to the continuous improvement in the efficiency and effectiveness of the Lead Employer Service.

Work in partnership with colleagues to optimise opportunities for working collaboratively towards the provision of an integrated Lead Employer service.

Undertake and participate in projects as required.

Be responsible for own development, including keep up to date with changes to employment legislation and best practice

Clinical & Professional Responsibilities

Adhere to the relevant codes of practice for the role within the NHS.

Adhere to employment legislation including NHS Employment Check standards.

Teaching & Training Responsibilities

Maintain own compliance with the Trusts mandatory and statutory training requirements

Demonstrate activities in own area to new staff

Develop skills and competencies of self through training and development activities, ensuring that progress is maintained, and future needs identified and actioned.

Person specification

Qualifications

Essential criteria

NVQ Level 3 in administration or equivalent level of knowledge

Desirable criteria

Customer Care NVQ

IT qualification i.e., RSA 2 or ECDL.

Knowledge & Experience

Essential criteria

Experience of working in administration

Experience of working in a customer service environment

Experience of data processing

Desirable criteria

Experience in HR, Employment Services, or Recruitment

Experience of minute taking

Skills

Essential criteria

Ability to present data in an informative and user-friendly format

Excellent written and verbal communication skills

Ability to use initiative

Ability to maintain strict confidentiality

Ability to manage own workload and prioritise

Attention to detail, e.g., data input

Ability to work in a busy environment and to strict deadlines

Confident to handle queries from all levels or staff

Effective organisational skills

Able to demonstrate a good understanding and working knowledge of I.T systems including Word, Excel, PowerPoint, and databases

Desirable criteria

Knowledge of HR policies and procedures

Other

Essential criteria

Self-motivated

Eager to learn

Flexible attitude to work

Ability to work alone or as part of a team

Diplomatic and tactful

Occasional requirements to travel to fulfil requirements of the role

Transitional arrangements are in place for EU,EEA and Swiss Citizens following the UK’s withdrawal from the EU. Should you this apply to you, you are advised to familiarise yourself with these arrangements to ensure you continue to have right to work in the UK and how to evidence that right in the future. Please see the document attached to this vacancy. This requirement does not apply to Irish citizens, who can continue to freely enter, live and work in the UK.

The Trust is a non-smoking site. Failure to follow this rule could lead to disciplinary action.

Please be aware, that we may close a vacancy earlier than stated, should a sufficient number of applications be received from which a shortlist can be confirmed therefore you are advised to apply at your earliest convenience. The Trust may contact you during the recruitment process for your feedback on your experience.

We are committed to diversity and inclusion, welcome applications from everyone, and value the contribution of diverse talent, knowledge, experience, and skills. At STHK you will find supportive staff networks for Black and Minority Ethnic staff, LGBT+ staff, Disabled staff, Carers, Menopause and Veterans.

As a Disability Confident Leader, we generally offer an interview to disabled people who meet the minimum criteria for the job. If you wish to apply under this Disability Confident interview scheme, there is an opportunity to indicate this on the online application form. It is important to note that in certain recruitment situations such as high-volume, seasonal or high-peak times we may wish to limit the overall numbers of interviews offered to both disabled and non-disabled people.

Any monitoring information gathered during the application process relating to protected characteristics as defined by the Equality Act 2010, is gathered for statistical purposes only and is not made available to recruiting managers at any stage of the recruitment process

If you are having difficulty completing an online application, or require reasonable adjustments to the application process, please contact [email protected]