HR Administrative Officer

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)

HR Administration or advisory experience in an NHS HR or public sector environment is essential and you will have demonstrable experience of succeeding within a customer focused role.

The post holder will provide a high quality and efficient HR Service for all members of staff in Chelsea and Westminster Hospital NHS Foundation Trust.

The post holder will be required to use a professional and co-operative approach when providing support and taking queries from staff and managers in relation to a wide range of issues, including:

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

The post holder will be required to provide a highly responsive service ensuring that all queries are responded to in a timely manner, recorded appropriately and, where required, escalated to the appropriate person or department for response..

We provide services from two main hospitals, Chelsea and Westminster Hospital and West Middlesex University Hospital, and a number of clinics across London and the South-East.

We have over 6,000 members of staff that arePROUD to Carefor nearly one million people. Both hospitals provide full clinical services, including full maternity, emergency and children’s, in addition to a range of community-based services across London, such as award-winning sexual health and HIV clinics.

We’re one of the safest and best performing Trusts in the country. We’re also one of the top trusts to work for – our staff say they’re engaged, motivated, and would recommend us as a place to work and receive treatment.

In 2020 Trust was rated by the Care Quality Commission as Outstanding in the well-led and use of resources domains and Good in the safe, effective, caring, and responsive domains. The Trust as a whole was Good, but the Chelsea site was Outstanding.

Our facilities are some of the best in the country. We have been investing around £10 million a year in our estate. We are currently spending £25 million on expanding our adult and neonatal critical care facilities at Chelsea and Westminster and redevelopment of our children’s unit at West Middlesex – in partnership with our charity, CW+ and generous donors.

HR Administrative Support

• 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

conditions queries coming through to the HR department

• 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.

Other duties

• 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.