HealthJobsUK

Detailed job description and main responsibilities

• Ensure that all post, paperwork and queries are dealt with efficiently.

• Provide a full range of administrative support to the Head of HRBPs including supporting them in the production and distribution of any documentation eg photocopying, scanning and filing.

• To draft letters, emails and reports including confidential documents as required.

• Prepare documentation for distribution to both internal/external organisations.

• Prepare documentation, including agendas and associated agenda items, eg for HR Policy Group, Staff Partnership Forum, People Services metrics and other Working Groups and Committees as required.

• Disseminate and recall information, chasing where appropriate.

• To undertake specific pieces of work, projects or any other duties on behalf of Head of HRBPs and other HR team members as required.

• To be flexible in working with other HR team members in order to ensure that professional and seamless HR business support is provided at all times.

• To receive, provide and process a wide variety of sensitive, contentious and confidential information, which should be processed professionally in line with the nature of the information in question.

• Build effective relationships with HR colleagues internally and with external organisations as required to assist with the efficient running of the HR team.

• Ensure the integrity of the HR team by maintaining a professional manner and ensure all contacts with internal colleagues and external organisations are in a professional and welcoming manner.

• Act as a point of contact for the Head of HRBPs ensuring that all correspondence, messages and enquiries are logged, acknowledged, prioritised and those requiring action are communicated appropriately and in a timely manner. In the absence of the Head of HRBPs, use independent judgement to ensure any issues arising are directed to the appropriate person(s) in an appropriate manner.

• Manage and monitor the Head of HRBP e-mail account and make judgements on the necessary action to be taken using own initiative, dealing with emails where possible, deleting unnecessary information and forwarding/delegating to appropriate HR team members.

• To establish, develop and maintain processes, systems and procedures to ensure the effective delivery of the HR functions, suggesting changes to improve administration and effectiveness as necessary.

• Utilise and create a range of word documents, spread sheets, databases and PowerPoint presentations and organise computer files in a logical manner.

• Ensure the efficient organisation and maintenance of the Head of HRBP computer and paper-based filing system, archiving as necessary, allowing for retrieval within appropriate timescales.

• To manage diary commitments and forward planning of priorities for action of Head of HRBP, and the HR Team to ensure that time is appropriately allocated and all deadlines for work are met. To prioritise commitments on their behalf regarding conflicting demands for appointments, based on developing a sound knowledge of the priorities and deadlines involved in their work.

• To keep up to date on HR Policies and procedures

• Works within the HR policies and procedures and other Trust policies as appropriate, work is managed but the post holder will need to use own initiative and consult with Head of HRBPs as needed.

• Occasional need to re-arrange meeting rooms in line with meeting requirements.
  
  
• May be a requirement to take minutes at HR meetings such as disciplinary, grievance, consultation, performance management and sickness absence meetings where discussion may be of an emotional or sensitive nature.

• Normal working conditions for office based staff.

• Occasional travel may be required as part of this job role.