Job summary
Would you like to work in a people focused role, supporting our managers and employees across the organisation? Are you looking to develop your career in HR or to start a career in HR? If so, we would love to hear from you!
We have an exciting opportunity to join our Corporate People Team as an People Assistant (apprentice). This is a new post which has been created to provide administrative HR support and advice for the organisation following our establishment on 1 July 2022.
We are looking for a motivated and enthusiastic individual who is willing to work towards a CIPD Level 3 qualification. Our team is passionate about people as we focus on achieving our people priorities and creating a great place to work.
Interviews are scheduled to take place on Monday 23 January 2023.
Main duties of the job
We are committed to being an inclusive employer and to prioritising the wellbeing and development of our people.
We work in a hybrid way and there will be a requirement for on site and home working. Whilst this post is advertised on a full time basis, we welcome applications for alternative patterns of work.
Please refer to the attached job description for full details of the role .
About us
NHS West YorkshireIntegrated Care Board (ICB) is responsible for improving population health andreducing inequalities to meet the diverse health needs of a population of 2.4million people and is part of the West Yorkshire Health and Care Partnershipwhich includes organisations, local councils, health and care providers andvoluntary, community and social enterprise (VCSE) organisations.
We are passionateabout creating an inclusive workplace that promotes and values diversity we seethis as a strength and part of our founding mission, values and behaviours. Weknow through experience that different ideas, perspectives and backgroundscreate a stronger and more creative work environment that delivers patientoutcomes.
We are committed tocreating the best place to work, where your contribution is valued, yourwellbeing is supported, and all our colleagues can reach their full potential.We welcome and encourage applications from all areas of the community, who meetthe criteria for the role, regardless of age, gender, gender identity,disability, race or ethnicity, religion or belief, sexual orientation or caringresponsibilities. We are a Disability Confident Employer and actively welcomeapplications from people with a disability and commit to shortlisting all suchsuitable applicants who meet the essential criteria for an interview. Pleaselet us know of any reasonable adjustments you require in order to participatein the recruitment process.
Job description
Job responsibilities
Job Summary
The post holder will provide high quality customer focussed administrative HR support and advice on queries relating to terms and conditions and HR policy.
The post holder will be the first point of contact for general queries that are received for by the Corporate People Team.
The post holder will also compile and monitor data, assist with recruitment, answer general queries, maintain records and support in meetings, hearings, and training sessions.
Main Duties and Responsibilities
- Carry out a range of HR administrative functions including supporting HR activity, form processing, ESR updating, employment and recruitment process
- Maintain the e-mail queries inbox, triage, and redistribute more complex queries to the wider team.
Provide support and advice to employees and managers on routine Human Resource issues e.g. disciplinary, grievance, attendance management, flexible working, terms and conditions of service, learning and development etc.
Provide advice and guidance to managers on recruitment and selection, including job descriptions, advertising, shortlisting, and interviewing.
- Support key projects of the Corporate People Team Work plan
- Compile data to support HR activities and reports including the workforce report using HR systems (ESR)
- Maintain and monitor monthly reports and database including supporting recruitment activity, absence reporting and professional registrations
- Support with Learning Development and Induction such as the administration of training sessions, updating ESR systems and communication to employees
- Provide administrative support to the Agenda for Change Job Matching process by setting up panels, preparing packs, updating spreadsheets, and providing feedback to managers on outcomes as appropriate or by supporting the job matching provision.
- Take formal notes/minutes at meetings, investigation meetings and hearings as required
- Oversee filing and archiving of HR personal files, case records and recruitment activity
- Maintain confidentiality of personal data relating to staff
- Responds politely, efficiently, effectively and sensitively to all telephone, email and in person enquiries
- Work under supervision but responsible for managing their work on a day-to-day basis.
- Work most of their time at a PC where there are frequent interruptions from telephone calls or visits to the department and calls received into the team may be from distressed members of staff and will require sensitivity, tact, and discretion.
Make changes to own practice and offer suggestions for improving services ensuring that any service development initiatives take account of the views of key stakeholders including staff.
Communication:
- The role involves dealing with staff, partners, and members of the public by phone, email and in person.
- The post holder will be required to communicate clearly to a variety of individuals where there may be barriers to understanding because of language or emotional state.
- Tact, diplomacy, and persuasion skills will be required to deal with sensitive issues.
Organisation, Planning & Judgements:
- Make a judgement of when to escalate queries and seek advice and support as required.
- Become familiar with HR policies and procedures to advise queries coming into the team via phone or email, on basic general queries or signpost staff to find the specific information and escalate to a People Advisor where the query is more complex or further advice is required.
- The post holder must have highly developed organisation and planning skills to prioritise the demands of the role.
- Book meeting rooms for HR colleagues as required across the directorate.
Information Resources:
- Record and transcribe formal notes in meetings with members of staff that may be of a sensitive and difficult nature, e.g., sickness absence, disciplinary or grievances.
- Support in the response to Freedom of Information Act (FOI) and Subject Access Requests (SAR) enquiries.
Finance:
- Support the arranging/ booking of events and the purchase of any supplies.
- Manage petty cash if appropriate
General
The post holder will:
- Promote a culture of equality, diversity and inclusion.
- Ensure the principles of openness, transparency and candour are observed and upheld in all working practices.
- The post holder will have, or acquire through training provided by the organisation, the appropriate level of safeguarding and knowledge, skills and practice required for the post and be aware of and comply with the organisations safeguarding protection policies and procedures.
- Ensure that any infection prevention and control issues are reported to the line manager/ Infection Prevention and Control.
- Ensure compliance with all mandatory and statutory training relevant to the post.
Job description
Job responsibilities
Job Summary
The post holder will provide high quality customer focussed administrative HR support and advice on queries relating to terms and conditions and HR policy.
The post holder will be the first point of contact for general queries that are received for by the Corporate People Team.
The post holder will also compile and monitor data, assist with recruitment, answer general queries, maintain records and support in meetings, hearings, and training sessions.
Main Duties and Responsibilities
- Carry out a range of HR administrative functions including supporting HR activity, form processing, ESR updating, employment and recruitment process
- Maintain the e-mail queries inbox, triage, and redistribute more complex queries to the wider team.
Provide support and advice to employees and managers on routine Human Resource issues e.g. disciplinary, grievance, attendance management, flexible working, terms and conditions of service, learning and development etc.
Provide advice and guidance to managers on recruitment and selection, including job descriptions, advertising, shortlisting, and interviewing.
- Support key projects of the Corporate People Team Work plan
- Compile data to support HR activities and reports including the workforce report using HR systems (ESR)
- Maintain and monitor monthly reports and database including supporting recruitment activity, absence reporting and professional registrations
- Support with Learning Development and Induction such as the administration of training sessions, updating ESR systems and communication to employees
- Provide administrative support to the Agenda for Change Job Matching process by setting up panels, preparing packs, updating spreadsheets, and providing feedback to managers on outcomes as appropriate or by supporting the job matching provision.
- Take formal notes/minutes at meetings, investigation meetings and hearings as required
- Oversee filing and archiving of HR personal files, case records and recruitment activity
- Maintain confidentiality of personal data relating to staff
- Responds politely, efficiently, effectively and sensitively to all telephone, email and in person enquiries
- Work under supervision but responsible for managing their work on a day-to-day basis.
- Work most of their time at a PC where there are frequent interruptions from telephone calls or visits to the department and calls received into the team may be from distressed members of staff and will require sensitivity, tact, and discretion.
Make changes to own practice and offer suggestions for improving services ensuring that any service development initiatives take account of the views of key stakeholders including staff.
Communication:
- The role involves dealing with staff, partners, and members of the public by phone, email and in person.
- The post holder will be required to communicate clearly to a variety of individuals where there may be barriers to understanding because of language or emotional state.
- Tact, diplomacy, and persuasion skills will be required to deal with sensitive issues.
Organisation, Planning & Judgements:
- Make a judgement of when to escalate queries and seek advice and support as required.
- Become familiar with HR policies and procedures to advise queries coming into the team via phone or email, on basic general queries or signpost staff to find the specific information and escalate to a People Advisor where the query is more complex or further advice is required.
- The post holder must have highly developed organisation and planning skills to prioritise the demands of the role.
- Book meeting rooms for HR colleagues as required across the directorate.
Information Resources:
- Record and transcribe formal notes in meetings with members of staff that may be of a sensitive and difficult nature, e.g., sickness absence, disciplinary or grievances.
- Support in the response to Freedom of Information Act (FOI) and Subject Access Requests (SAR) enquiries.
Finance:
- Support the arranging/ booking of events and the purchase of any supplies.
- Manage petty cash if appropriate
General
The post holder will:
- Promote a culture of equality, diversity and inclusion.
- Ensure the principles of openness, transparency and candour are observed and upheld in all working practices.
- The post holder will have, or acquire through training provided by the organisation, the appropriate level of safeguarding and knowledge, skills and practice required for the post and be aware of and comply with the organisations safeguarding protection policies and procedures.
- Ensure that any infection prevention and control issues are reported to the line manager/ Infection Prevention and Control.
- Ensure compliance with all mandatory and statutory training relevant to the post.
Person Specification
Experience
Essential
- Experience of working in a busy office environment
- Experience of uploading and retrieving information from databases.
Desirable
- Previous NHS experience
- Evidence of client/customer facing experience.
Qualifications
Essential
- Educated/ trained to A level/ NVQ 3 or equivalent level qualification or experience.
- A willingness to work towards a CIPD level 3 qualification
Skills & behaviours
Essential
- Computer literate with an ability to use the required systems/office packages including experience of using Microsoft office.
- Has a planned and organised approach with an ability to prioritise their own workload
- Has attention to detail, able to work accurately, identifying errors quickly and easily.
Person Specification
Experience
Essential
- Experience of working in a busy office environment
- Experience of uploading and retrieving information from databases.
Desirable
- Previous NHS experience
- Evidence of client/customer facing experience.
Qualifications
Essential
- Educated/ trained to A level/ NVQ 3 or equivalent level qualification or experience.
- A willingness to work towards a CIPD level 3 qualification
Skills & behaviours
Essential
- Computer literate with an ability to use the required systems/office packages including experience of using Microsoft office.
- Has a planned and organised approach with an ability to prioritise their own workload
- Has attention to detail, able to work accurately, identifying errors quickly and easily.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
