Human Resources Assistant

Human Resources Assistant (Band 3)

Armagh

Temporary (6 months Initially)

The Client: Local Healthcare body based in Armagh

The Role: Human Resources Assistant

JOB SUMMARY

The postholder will be responsible for processing employee's personal and contractual information on the Human Resources, Payroll, Travel and Subsistence (HRPTS) system for payroll deadlines. He/she will deal with general Pay & Conditions enquiries from managers and staff in a professional manner, and will be expected to develop a broad understanding of Pay & Conditions issues.

KEY DUTIES/RESPONSIBILITIES

The post-holder will be required to carry out a range of duties which may include the following:-

• Ensure the accurate processing and prioritising of all allocated HRPTS work for weekly, fortnightly and monthly payroll deadlines.
• Ensure that all relevant background/ recruitment documentation has been sourced and check that this accurately reflects information provided by managers.
• Liaise with managers when forms received for New Starts/ Contractual Changes/ Organisational Moves/ Leavers are incorrect or ambiguous to ensure that these can be processed timely and accurately in line with relevant policies and procedures.
• Review employee's previous service with the HSC/NHS to ensure they are placed on the correct pay point and have the correct entitlement to annual leave, sick leave and continuous service recorded. Request confirmation of service from previous HSC/NHS employers where required.
• Undertake the effective administration and processing of applications for Family Leave, including dealing with day to day queries regarding such from managers and staff. Check dates of employment and continuity of service to ascertain the correct Occupational & Statutory pay entitlement for notification to the Payroll Services Centre.
• Process Flexible Working applications and confirm that they comply with the relevant policy, liaising with managers where necessary.
• Issue all contractual documentation, ensuring that all information provided is accurate, timely and in an appropriate format.
• Develop good working relationships with other teams within the HROD Directorate e.g. Case & Attendance Management, Resourcing, HRPTS OM & System Access etc. and work with them in relation to Pay & Conditions issues as required.
• Deal with telephone and face to face enquiries from managers, staff and the public regarding general Pay & Conditions issues in accordance with departmental procedures. Examples might include, enquiries regarding terms and conditions of employment, maternity leave, special leave provisions etc.
• Escalate more complex/ specialist enquiries to the appropriate HR contact.
• Provide administrative and clerical support to the Pay & Conditions Team including word processing and issuing of documentation via external/ internal mail.
• Assist with maintaining, updating and electronic filing departmental records as required.
• Continually strive to improve quality, standards and procedures within the Department, contributing to any associated developmental work as appropriate.
• Provide informal guidance and support to HR Assistants Band 2 if applicable.
• Undertake other delegated pieces of work and defined projects as required by the Head of Employee Relations, including working across the HROD Directorate as the needs of the service require.

RAISING CONCERNS - RESPONSIBILITIES

• The post holder will promote and support effective team working, fostering a culture of openness and transparency.
• The post holder will ensure that they take all concerns raised with them seriously and act in accordance with the Trust's 'Your Right to Raise a Concern (Whistleblowing)' policy and their professional code of conduct, where applicable.

GENERAL REQUIREMENTS

The post holder will be required to:

• Assist the organisation in fulfilling its statutory duties under Section 75 of the Northern Ireland Act 1998 to promote equality of opportunity and good relations and under the Disability Discrimination (Northern Ireland) Order 2006. Staff are also required to support the organisation in complying with its obligations under Human Rights Legislation.
• Ensure the Organisation's policy on equality of opportunity is promoted through his/her own actions and those of any staff for whom he/she has responsibility.
• Co-operate fully with the implementation of The Organisation's Health and Safety arrangements, reporting any accidents/incidents/equipment defects to his/her manager, and maintaining a clean, uncluttered and safe environment for patients/clients, members of the public and staff.
• Adhere at all times to all Trust policies/codes of conduct, including for example:
  • Smoke Free policy
  • IT Security Policy and Code of Conduct
  • Standards of attendance, appearance and behaviour
• Contribute to ensuring the highest standards of environmental cleanliness within your designated area of work.
• Co-operate fully with regard to Trust policies and procedures relating to infection prevention and control.
• Take responsibility to minimise the Trust's environmental impact wherever possible. This will include recycling, switching off lights, computers, monitors and equipment when not in use. Helping to reduce paper waste by minimising printing/copying and reducing water usage, reporting faults and heating/cooling concerns promptly and minimising travel.
• All employees of the Organisation are legally responsible for all records held, created or used as part of their business within the SHSCT including patients/clients, corporate and administrative records whether paper-based or electronic and also including emails. All such records are public records and are accessible to the general public, with limited exceptions, under the Freedom of Information act 2000 the Environmental Information Regulations 2004, the General Data Protection Regulations (GDPR) and the Data Protection Act 2018. Employees are required to be conversant with the Trust policy and procedures on records management and to seek advice if in doubt.
• Take responsibility for his/her own ongoing learning and development, in order to maximise his/her potential and continue to meet the demands of the post.
• Represent The Organisation's commitment to providing the highest possible standard of service to patients/clients and members of the public, by treating all those with whom he/she comes into contact in the course of work, in a pleasant, courteous and respectful manner.

This Job Description will be subject to review in the light of changing circumstances and is not intended to be rigid and inflexible but should be regarded as providing guidelines within which the individual works. Other duties of a similar nature and appropriate to the grade may be assigned from time to time.

It is a standard condition that all Trust staff may be required to serve at any location within the Trust's area, as needs of the service demand.

Hours of work: Part-time: 37.5 hours

Requirements:

• 4 GCSE's at Grade A-C including English Language or Equivalent/higher qualification

AND

• 1 years' experience in a clerical/administrative role

OR

• 2 years' experience in a clerical/administrative role

• Experience in the use of Microsoft Office products including Word and Excel

Other: Hold a current full driving licence which is valid for use in the UK and have access to a car on appointment. This criteria will be waived in the case of applicants whose disability prohibits driving but who have access to a form of transport approved by the Trust which will permit them to carry out the duties of the post.

In Return: £11.67 per hour

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