Job summary
Agile and flexible Working (mixture of site based and working from home)
We have a fantastic opportunity for an Assistant HR Advisor to join our experienced and friendly HR Advisory and Business Partner Team in our Trust's Lead Employer Service.
We are the largest Lead Employer in the country employing approximately 13,000 Resident Doctors and Dentists in specialty training across a national geography, namely; North West, West Midlands, East of England, East Midlands, Thames Valley and London and South East. As an established Lead Employer with over 11 years' experience; strong team working relationships both with our internal colleagues and external stakeholders are high priority.
Our Lead Employer Model is focused on improving the working lives of Colleagues-in-Training. The Lead Employer model is a collaborative one, with the responsibilities of the traditional employer shared between three major stakeholders, who are:
Lead Employer - Employer for duration of training programme
Host Organisation - NHS Trusts / GP Practice / Hospices / Dental Practices and any other approved training placements are the Host Organisation location where the trainee works and carries out their training. They provide day to day supervision and management of our colleagues in training
NHS England Education - Oversees the education for Resident Doctors.
Main duties of the job
As a Lead Employer Service our key priorities are to ensure the efficient, professional and integrated 'one stop' service for all our stakeholders including Host Organisations, Resident Doctors and Dentists and our Educational Stakeholders.
We are looking for an individual who has a passion to make a difference, ability to form good working relationships and wishes to learn and develop. We offer developmental opportunities through the apprenticeship levy, formal and informal training opportunities and a structure that lends itself well to career progression for all team members.
The Assistant HR Advisor will work alongside our HR Advisors in supporting our NHS England Education regions to improve the health and wellbeing of the workforce by managing sickness absence in line with the Trust's Attendance Management Policy and Procedure. You will also be responsible for undertaking administration, producing analytical data and system project tasks to support the effective and consistent management of HR operations across all of our regions.
About us
Mersey and West Lancashire Teaching Hospitals NHS Trust serves a population of over 600,000 with a workforce of over 9000 dedicated and skilled staff across 21 sites.
We strongly believe that the communities we serve should all have access to Five Star Patient Care.
Our Services
Acute Care
Providing emergency and maternity services at Whiston, Southport and Ormskirk hospitals, and medical and surgical specialties across all our sites.
Primary Care
Providing primary care services at Marshalls Cross Medical Centre situated in St Helens Hospital.
Community Services
Providing adult community services for St Helens and a wheelchair service in Chorley, South Ribble, and West Lancs. Our inpatient unit at Newton Community Hospital is where patients needing acute hospital beds can continue rehabilitation, freeing up space for more unwell patients. We also provide urgent care at our Urgent Treatment Centre located in St Helens town centre.
Specialist Regional Services
We provide the Mersey Regional Burns & Plastic Surgery Unit at Whiston Hospital and the Spinal Injuries Unit at Southport Hospital to more than 4 million people across the whole of Merseyside, West Lancashire, Cheshire, Isle of Man and North Wales.
Achievements
o Rated Outstanding by CQC Inspection August 2018
o Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
o National Preceptorship Accreditation (2023) for Nursing & AHP Preceptorship Programme
Date posted
09 December 2024
Pay scheme
Agenda for change
Band
Band 4
Salary
£26,530 to £29,114 a year per annum, pro rata
Contract
Permanent
Working pattern
Full-time
Reference number
409-6695751
Job locations
Jubilee Court
Waterside
St Helens
WA9 1TT
Job description
Job responsibilities
KEY DUTIES
The post holder will be expected to fulfil the following duties:
To be one of the main points of contact within the HR Advisory Team and to engage with stakeholders with regard to the attendance management processes and offer any necessary support.
Ensure sickness absence triggers are monitored and highlighted to relevant stakeholders in a timely way to ensure reviews are held within set timescales.
Attend meetings to provide HR advice to management who are meeting with currently absent members of staff or members of staff who have repeated absences
Work with HR Advisors in 1:1 training for stakeholders
To provide advice and guidance to managers regarding information collated through analysis of HR metrics/statistics including highlighting trends within a department as well as individual records
Produce and analyse a range of management information reports to assist the Host Organisations with the management of attendance/health related matters for doctors, dentist, and Public Health in speciality training.
Undertake administration and undertake procedural tasks as required by Assistant HRBP and HRBP Team.
Note taking at meetings as required including disciplinary, ill-health capability and LNC meetings.
Comment on and contribute to the review and continuous improvement of absence related Policies and Procedures.
Seek customer service feedback from designated area of responsibility and make recommendations to the HR Advisors and Business Partners
Work in collaboration with key stakeholders including NHS Education England, Doctors in Training, Host Organisations, Health, Work and Well-Being Department.
Coach and guide managers on absence processes, emphasizing the importance of good record keeping and data protection.
To coordinate and signpost the employee to the relevant support services, both internal and external including Health, Work and Well Being, the Employee Assistance Provider, mediation etc
To ensure adherence to Trust policies and standards and legislative requirements, within boundaries set by the Assistant Human Resource Business Partners and HR Advisors.
To ensure that all changes to Trust policies and procedures are implemented across the Trust when advising managers and attending meetings.
To support managers with less complex employee relations cases and/or queries in accordance with the appropriate policy
Communication
Effectively communicate training to managers regarding absence procedure, systems management and policy
Constantly communicate the Lead Employer HR Advisory services to employees and key stakeholders to ensure accurate adherence to Lead Employer policies.
Be confident in supporting stakeholders and offering HR advice in meetings with employees and communicating policies to all stakeholders to ensure consistent procedure.
Communicate and feedback to the appropriate HR Advisor assisting them with their absence caseload and ensuring communication with them remains appropriate and accurate.
Communicate effectively using a range of delivery methods such as letter writing, emailing and conversation, whilst adhering to confidentiality requirements at all times.
Maintain regular contact with referring stakeholders regarding advice given to the employee and assisting in any queries
Escalate any matters of concern or complex situations to the HR Advisor/Assistant HR Business Partner.
Quality of Service
Protect access and ensure the sensitive handling of confidential employee information.
Propose changes to working practices and procedures in own area, as appropriate.
Identify any areas of the service which are not meeting the required standards.
Accurately record feedback from employees / stakeholder complaints and share with the HR Business Partner
Team.
Administration
To generate statistical information, letters and reports relevant to the HR Advisory Team as required.
To maintain accurate electronic data via trackers and relevant systems, recording all necessary administrative details on employees.
Monitor attendance management activity ensuring all paperwork is completed including return to work interviews, self-certificates and receipt of valid fit notes working closely with the Absence Support team.
Support the HR Advisory Team and Assistant HR Business Partners as required to monitor management information as presented within standard workforce reports on contractual matters i.e. ETWD compliance, Employment Checks, Fixed term contracts, attendance management highlighting any areas of concerns.
Supporting the Business
To contribute to the development of the HR plan aligned to the service delivery objectives and standards required by the Lead Employer Service.
Provide the HR Advisory Team and Assistant HRBPs with the provision of workforce information to enable the development of workforce plans.
Represent the service at various meetings and stakeholder events as nominated by the management team.
To maintain and develop professional HR services, systems, records and quality/control procedures.
Policies and Procedure
Support Host organisations and NHS Education England in the interpretation of policies and procedures as required.
Assist the HR Advisory Team and Business Partner Team with the development of HR policies and procedures, updating with legislation and best practice.
Process and liaise with HWWB as necessary for effective management of referrals to ensure prompt action plans are introduced in line with HWWB recommendations.
Performance Management
Contribute to the achievement of HR targets and performance indicators
Ensure the provision of accurate and timely management information in line with policy and monitor against the SLA.
Service Improvement and Change Management
Support the service with modernisation, new ways of working and continuous improvement of service.
Contribute to the improvement activity and new ways of working to improve the efficiency and effectiveness of the HR Advisory Team.
Seek customer service feedback from designated area of responsibility and make recommendations to the HR management team.
Undertake and participate in projects as required.
To continually promote equality and diversity
Team Leadership & Development
Be responsible for own development, including attendance at mandatory training and continually keep up to date with changes to employment legislation and best practice.
Support HR colleagues in their continuous professional development including the Employment Services Administration team within the Lead Employer Service.
Responsible as line manager as required for Band 3 team members of Absence Support Team.
TEACHING & TRAINING RESPONSBILITIES
Maintain own compliance with the Trusts mandatory and statutory training requirements.
Demonstrate activities in own area to new staff.
Assist HR Advisory Team with stakeholder training on Attendance Management policy and process as required.
Job description
Job responsibilities
KEY DUTIES
The post holder will be expected to fulfil the following duties:
To be one of the main points of contact within the HR Advisory Team and to engage with stakeholders with regard to the attendance management processes and offer any necessary support.
Ensure sickness absence triggers are monitored and highlighted to relevant stakeholders in a timely way to ensure reviews are held within set timescales.
Attend meetings to provide HR advice to management who are meeting with currently absent members of staff or members of staff who have repeated absences
Work with HR Advisors in 1:1 training for stakeholders
To provide advice and guidance to managers regarding information collated through analysis of HR metrics/statistics including highlighting trends within a department as well as individual records
Produce and analyse a range of management information reports to assist the Host Organisations with the management of attendance/health related matters for doctors, dentist, and Public Health in speciality training.
Undertake administration and undertake procedural tasks as required by Assistant HRBP and HRBP Team.
Note taking at meetings as required including disciplinary, ill-health capability and LNC meetings.
Comment on and contribute to the review and continuous improvement of absence related Policies and Procedures.
Seek customer service feedback from designated area of responsibility and make recommendations to the HR Advisors and Business Partners
Work in collaboration with key stakeholders including NHS Education England, Doctors in Training, Host Organisations, Health, Work and Well-Being Department.
Coach and guide managers on absence processes, emphasizing the importance of good record keeping and data protection.
To coordinate and signpost the employee to the relevant support services, both internal and external including Health, Work and Well Being, the Employee Assistance Provider, mediation etc
To ensure adherence to Trust policies and standards and legislative requirements, within boundaries set by the Assistant Human Resource Business Partners and HR Advisors.
To ensure that all changes to Trust policies and procedures are implemented across the Trust when advising managers and attending meetings.
To support managers with less complex employee relations cases and/or queries in accordance with the appropriate policy
Communication
Effectively communicate training to managers regarding absence procedure, systems management and policy
Constantly communicate the Lead Employer HR Advisory services to employees and key stakeholders to ensure accurate adherence to Lead Employer policies.
Be confident in supporting stakeholders and offering HR advice in meetings with employees and communicating policies to all stakeholders to ensure consistent procedure.
Communicate and feedback to the appropriate HR Advisor assisting them with their absence caseload and ensuring communication with them remains appropriate and accurate.
Communicate effectively using a range of delivery methods such as letter writing, emailing and conversation, whilst adhering to confidentiality requirements at all times.
Maintain regular contact with referring stakeholders regarding advice given to the employee and assisting in any queries
Escalate any matters of concern or complex situations to the HR Advisor/Assistant HR Business Partner.
Quality of Service
Protect access and ensure the sensitive handling of confidential employee information.
Propose changes to working practices and procedures in own area, as appropriate.
Identify any areas of the service which are not meeting the required standards.
Accurately record feedback from employees / stakeholder complaints and share with the HR Business Partner
Team.
Administration
To generate statistical information, letters and reports relevant to the HR Advisory Team as required.
To maintain accurate electronic data via trackers and relevant systems, recording all necessary administrative details on employees.
Monitor attendance management activity ensuring all paperwork is completed including return to work interviews, self-certificates and receipt of valid fit notes working closely with the Absence Support team.
Support the HR Advisory Team and Assistant HR Business Partners as required to monitor management information as presented within standard workforce reports on contractual matters i.e. ETWD compliance, Employment Checks, Fixed term contracts, attendance management highlighting any areas of concerns.
Supporting the Business
To contribute to the development of the HR plan aligned to the service delivery objectives and standards required by the Lead Employer Service.
Provide the HR Advisory Team and Assistant HRBPs with the provision of workforce information to enable the development of workforce plans.
Represent the service at various meetings and stakeholder events as nominated by the management team.
To maintain and develop professional HR services, systems, records and quality/control procedures.
Policies and Procedure
Support Host organisations and NHS Education England in the interpretation of policies and procedures as required.
Assist the HR Advisory Team and Business Partner Team with the development of HR policies and procedures, updating with legislation and best practice.
Process and liaise with HWWB as necessary for effective management of referrals to ensure prompt action plans are introduced in line with HWWB recommendations.
Performance Management
Contribute to the achievement of HR targets and performance indicators
Ensure the provision of accurate and timely management information in line with policy and monitor against the SLA.
Service Improvement and Change Management
Support the service with modernisation, new ways of working and continuous improvement of service.
Contribute to the improvement activity and new ways of working to improve the efficiency and effectiveness of the HR Advisory Team.
Seek customer service feedback from designated area of responsibility and make recommendations to the HR management team.
Undertake and participate in projects as required.
To continually promote equality and diversity
Team Leadership & Development
Be responsible for own development, including attendance at mandatory training and continually keep up to date with changes to employment legislation and best practice.
Support HR colleagues in their continuous professional development including the Employment Services Administration team within the Lead Employer Service.
Responsible as line manager as required for Band 3 team members of Absence Support Team.
TEACHING & TRAINING RESPONSBILITIES
Maintain own compliance with the Trusts mandatory and statutory training requirements.
Demonstrate activities in own area to new staff.
Assist HR Advisory Team with stakeholder training on Attendance Management policy and process as required.
Person Specification
Qualifications
Essential
- NVQ Level 3 in administration or equivalent level of knowledge
- Achievement of, or a willingness to work towards a CIPD Level 3 Certificate
Desirable
- IT qualification i.e. RSA 2 or ECDL
Knowledge
Essential
- Significant experience within HR/ Customer Service and/or Resourcing team
- Experience of coordinating meetings, training events or conferences
- Experience of systems for collating data, processing and reporting
- Experience in providing advice on policies and procedures
Desirable
- Experience of providing advice to stakeholders on Attendance Management processes
- Experience of working in a HR role in the NHS or public sector organisation
Skills
Essential
- Excellent verbal and written communication skills
- Well organised and ability to work under pressure
- Ability to analyse and interpret HR statistics
- Competent user of Information Technology and Microsoft packages
- The ability to empathise and handle sensitive issues
- Good understanding of the challenges affecting the NHS
- Ability to identify and solve problems and awareness of when to escalate to management
- Ability to maintain strict confidentiality
- The ability to present data in an informative and user friendly format
Desirable
- Knowledge of NHS terms and conditions of employment
- Knowledge of HR policies and procedures
Other
Essential
- Ability to plan effectively and work to tight deadlines
- Attention to detail
- Flexible approach - ability to attend meetings off site
- Achievement focused - ability to set targets and get things done
- Good interpersonal skills and ability to develop good working relationships with people at various levels
- Open and honest
- Treats colleagues with dignity and respect
- Shows commitment and resilience
- Customer focused
- Ability to work alone and within a team
Person Specification
Qualifications
Essential
- NVQ Level 3 in administration or equivalent level of knowledge
- Achievement of, or a willingness to work towards a CIPD Level 3 Certificate
Desirable
- IT qualification i.e. RSA 2 or ECDL
Knowledge
Essential
- Significant experience within HR/ Customer Service and/or Resourcing team
- Experience of coordinating meetings, training events or conferences
- Experience of systems for collating data, processing and reporting
- Experience in providing advice on policies and procedures
Desirable
- Experience of providing advice to stakeholders on Attendance Management processes
- Experience of working in a HR role in the NHS or public sector organisation
Skills
Essential
- Excellent verbal and written communication skills
- Well organised and ability to work under pressure
- Ability to analyse and interpret HR statistics
- Competent user of Information Technology and Microsoft packages
- The ability to empathise and handle sensitive issues
- Good understanding of the challenges affecting the NHS
- Ability to identify and solve problems and awareness of when to escalate to management
- Ability to maintain strict confidentiality
- The ability to present data in an informative and user friendly format
Desirable
- Knowledge of NHS terms and conditions of employment
- Knowledge of HR policies and procedures
Other
Essential
- Ability to plan effectively and work to tight deadlines
- Attention to detail
- Flexible approach - ability to attend meetings off site
- Achievement focused - ability to set targets and get things done
- Good interpersonal skills and ability to develop good working relationships with people at various levels
- Open and honest
- Treats colleagues with dignity and respect
- Shows commitment and resilience
- Customer focused
- Ability to work alone and within a team
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.
Employer details
Employer name
Mersey and West Lancashire Teaching Hospitals NHS Trust
Address
Jubilee Court
Waterside
St Helens
WA9 1TT
Employer's website
https://www.merseywestlancs.nhs.uk/ (Opens in a new tab)
Employer details
Employer name
Mersey and West Lancashire Teaching Hospitals NHS Trust
Address
Jubilee Court
Waterside
St Helens
WA9 1TT
Employer's website
https://www.merseywestlancs.nhs.uk/ (Opens in a new tab)
