JOB DESCRIPTION. Administrator

Transcription

1 JOB DESCRIPTION Administrator Introduction The Administrator is responsible for the day-to-day administrative management of the HR department. Implementing the operational delivery of all HR transactional requirements related to the employee lifecycle delivering volume workflows to a high standard including consistent query responses. This is a pivitol role in ensuring administrative excellence is achieved and maintained. The Administrator will take full ownership of the volunteer recruitmrnt and will proactively manage all administrative aspects of the HR service and immediately identify any potential risks and issues which will jeopodise administrative excellence. All transactional activities relating to operating an effective HR service will be delivered in an effective and seamless manner providing an excellent customer experience. The Administrator has a responsibility to actively contribute to Teesside Hospices published ambitions for the future and strategic objectives. All actions and duties will incorporate the five quality and safety key lines of enquiry as identified by the Care Quality Commision (Safe, Effective, Caring, Responsive, Well-Led). Reports To: HR Advisor Main Duties & Responsiblities Safe Teesside Hospice recognises that health, safety and the environment is its number one priority and takes seriously its responsiblities. The Administrator also has the reponsibilities for their own and others health and safety as outlined in the Health and Safety at Work Act 1974 and other relevant health and safety legislation. Have a thorough knowledge of the Companys Risk, Health & Safety Policies and Procedures. Keep the HR office environment clean, tidy and free from obstruction in line with the appropriate risk assessments. Highlight any training needs that may affect themselves or others to the HR Manager. Ensure HR volunteers adhere to all safe working practices. Report all accidents, near miss incidents and hazards to the relevant people in a timely and constructive manner. Identify any, health, safety and environment improvements to the HR Manager. Ensure HR Risk Assessments are conducted in a timely manner and recorded appropriately. Complete all required mandatory training in specified timeframes includung Equality & Diversity, Information Governance, Health & Safety, Fire Training, Manual Handling and Infection Control. Ensure a working understanding of all HR Policies and Procedures, paying particual attention to Whistleblowing, Dignity at Work, Complaints, Equality & Diversity, Discipline, Grievance, Recruitment and Selection. Ensure HR Policies & Procedures are upto date on all relevant communication channels and all employees have access and are communicated on relevant changes. Attend and adhere to content of HR Tool box talks. Complete required administration to ensure successful roll out of HR Tool box talks.

2 Completion of DBS checks for all required employees. Work alongside managers to maximise their teams compliance with statutory and mandatory training requirements. Accurate and timely recording of incidents including effective maintenance of records. Effective The Administraot must understand fully the content of their job description and JCP to ensure a full understanding of the knowledge and skills required to effectively carry out their duties and responsbilities. Participate actively in the company s appraisal process. Lead by example ensuring compliance to the Code of Conduct. Attend and contribute positvely to HR Team Meetings. Contribute/assist in the gathering of data relevant to the HR Dept Metrics. Effective monitoring of appraisal compliance and recording of completed appraisal documentation on to HR Net. Effectively manage the recruitment process for Hospice Volunteers ensuing Raisersedge remains up to date. Input all sickness absence onto HR Net. Subject matter expert for the HR and Learning Systems. First point of contact for HR and Learning System queries. Ensure currency of HR related policies and documentation are available on the shared drive and HR Net. Manage the HR Committee meeting basecamp. Ensuring the system is cleansed and appropriate material archived in a timely manner. Effectively communicate annual training schedules and promote the Learning Framework. Provide required reports on complinace within clinical education, mandatory training and appraisals, including reports required by CQC. Caring The Administrator must conduct themselves in a professional manner and deal with all customers, colleagues, peers and patients with dignity and respect at all times. Adhere to the Code of Conduct at all times. Participate and communicate in an open, honest and constructive manner in all team meetings, briefings, apprisals etc. Update and communicate on the HR Net People Board Participate in HR Process Improvement Initiatives. Manage the Annual Long Service Awards ceremony and all associated administration. Co-Ordinator of new hire inductions. Co-ordinate HR stationery ordering Co-coordinating work experience placements including liaison with internal departmental managers. Promote the services of the EAP at all appropriate opportunity. Monitor complaince of professional registrations and highlight areas of risk. Deliver the Induction programme to all new recruits in a timely manner. Support employees and managers with queries regarding the Learning Framework.

3 Responsive The Administrator will ensure feedback is captured and recorded so it can be effectively analysed and findings reported to the HR Manager to enable ongoing improvements to the HR Service which are responsive to the needs of the customer. Ensure a professional and value added HR service is provided at all times. Provides general information to customers regarding Company policy and procedure. Report any concerns or possible improvements to the HR Manager. Develop and maintain positive relationships with all employees, managers and stakeholders in order to encourage and promote good employee relations at all times. Respond to all administrative quieries regarding Volunteer Recruitment, Learning & Development and HR Policies and Procedures. Assists in the recruitment process by posting job openings, arranging interviews including drafting invite letters, liase with marketing to ensure vacancies are posted in a timely manner. Point of contact for all external job sites i.e. NHS job site, reed etc. Monitor training evaluation and feedback to trainers, HR Manager and Managers as appropraite. Source external and ad hoc learning courses as requested by managers when appropriate. Effectively communicate clinical learning updates. Update HR Net people board and notice boards. Well-Led The Administrator must ensure they remain engaged in the pursuit of administrative excellence.all activities are to be provided with a backdrop focus on enhancing the HR service level experience. Ownership of the volunteer recruitment process and ongoing support of the HR Volunteers including task allocation and scheduling. Ensure employees and managers understand and effectively utilise the facilities of HR Net. Maintains and develops the HR System to enable accurate business staffing information and accurate reporting. Aid in the development and maintenance of HR Operating Procedures, ensuring they are kept up to date. Maintains all employee records including auditing accuracy and processing timely changes to employee details. Corrects discrepancies relating to job titles, job codes, salaries and performance, as necessary. Maintenance of HR files on Northgate, eradicating duplication and unnecessary files, archiving where appropriate. Ensure the integrity of all information stored on the HR and Learning Systems. Ensure the integrity of all information stored in personnel files. Filing required documentation in a timely manner and archive where necessary. Attendance and notetaking at HR Committee Meetings The duties outlined above are not exhaustive and other duties are expected in line with the level of the role. The job description should be read in conjunction with the JCP for this position. Teesside Hospice reserves the right to amend the job description at any time PREPARED BY: Human Resource Manager DATE APPROVED: January 2019 Signed:

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