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HR Administrative Officer

Job Description

Band 4

An exciting opportunity has arisen for a HR Admin Officer to join the HR Team.

The successful candidate will support the smooth and efficient running of the HR Administration service, providing a triage point for all change of circumstances/termination forms and handling all terms and conditions queries coming through to the HR department.

The post holder will be committed to providing a high quality and efficient Employee Services for all members of staff within the Trust.

We're looking for people who:

• have excellent written and verbal communication, a demonstrable ability to write and communicate clearly to managers and employees, as well as the ability to escalate and communicate risks in a timely manner
• have demonstrable experience and understanding of handling sensitive information, keeping a high level of diplomacy and confidentiality with strong attention to detail
• have previous experience of working with NHS national terms and conditions, although this is desirable, along with a good working knowledge of ESR (Employee Staff Record)

• Terms and conditions of employment
• HR Policy
• Pay and benefits
• Accessing HR system
• Support in the delivery of staff benefit

• To support the smooth and efficient running of the HR Administration service, providing a triage point for all change of circumstances/termination forms and handling all terms and

• To be responsible for coding and inputting changes, and leavers, contract extension ensuring all amendments to T&Cs are uploaded to the Change form and Absence system To manage prompt responses to changes, administration and references in email boxes.
• To ensure that all paperwork and data input are completed promptly and accurately, including information relating to pay and changes to individual staff member’s terms and conditions of employment and adhere to payroll deadlines
• To respond to telephone enquiries on all aspects of changes to contract, leavers, giving advice where appropriate, taking messages as necessary and responding in a courteous, proactive, helpful manner. Provide empathy when communicating to service users in distress.
• Respond to all reference requests coming into the HR department undertaking the necessary checks with the ER team to administer the confirmation of employment and reference processes.
• Provide advice and information in relation to all leave and pay issues e.g. annual, career break, maternity, family and special leave issuing any standard letters upon receipt of the necessary paperwork from the staff member and their manager. Refer complex queries to the Employee Relations Team. Ensure that any staff requiring visas or work permits have current documentation, and that this is recorded fully and accurately on the employees ESR record, ensuring that line managers and HR are aware of forthcoming expiry dates and ensuring that managers are liasing with the relevant staff member.

• To work closely with other HR Admin team members
• To attend team and directorate meetings
• Identify and escalate priority issues requiring an urgent response
• Ensure that changes needing to be made to ESR, payroll data and any other HR information systems are made promptly and accurately
• Take responsibility for developing own skills and knowledge in relation to HR terms and conditions of service, HR policy and basic employment law.

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