About this role
Job summary Are you an organised and proactive HR professional looking to make a meaningful difference in a values-driven organisation?
At Dougie Mac, our HR team plays a vital role in supporting our people so that together we can continue to provide exceptional end of life care. We are looking for an HR Coordinator to join our friendly and dedicated team, providing comprehensive HR administrative and coordination support across the employee lifecycle.
Reporting to the Head of HR, you will be responsible for supporting a wide range of HR activities including recruitment, payroll administration, absence management, employee wellbeing initiatives, HR systems management and reporting. You will help ensure our HR processes run efficiently, remain compliant with employment legislation and deliver an excellent service to managers and employees across the hospice.
This role requires excellent organisational skills, a strong eye for detail, the ability to manage competing priorities and a commitment to delivering high-quality customer service in a busy and rewarding environment.
Main duties of the job We're looking for someone who is passionate about people, enjoys working collaboratively and takes pride in delivering a professional and efficient service. You will have:
Experience working in an HR or administrative role. Strong organisational skills and the ability to manage competing priorities. Excellent communication and interpersonal skills. A high level of accuracy and attention to detail. Confidence using Microsoft Office and HR systems. Strong attention to detail and a high level of accuracy when handling confidential information. The ability to work independently, use initiative and solve problems effectively. Excellent written and verbal communication skills. Knowledge of key HR processes, including recruitment, absence management and employee lifecycle administration.
About us Dougie Mac provides compassionate care and support for adults, young adults, and children with life-limiting conditions across Stoke-on-Trent and North Staffordshire. As a values-driven organisation, we strive to deliver high-quality, person-led, and inclusive care across our inpatient, community, and supportive care services. Following our merger with Approach Dementia Support and expansion into children and young adult services, Dougie Mac now supports more people than ever before across all age groups and diagnoses.
Our team is made up of dedicated, skilled professionals who are committed to delivering responsive and meaningful care in line with our hospice values. We offer a collaborative working environment with access to professional development, reflective practice, and staff wellbeing support.
Dougie Mac is proud to be a financially independent local charity, offering a competitive salary and benefits package including generous annual leave, contributory pension scheme, funded study opportunities, hospice-paid healthcare cash plan, and free on-site parking.
Job description Job responsibilities HR Administration:
1.To complete all human resource administration tasks ensuring best practice and process efficiencies are maintained at all times. 2.To receive enquiries from managers, staff, volunteers and external agencies and respond as necessary either directly or by referring to colleagues as appropriate. 3.To maintain and develop the HR database, currently Cascade, to ensure the effective management of all HR information to enable meaningful human capital reporting to support business decision making. At times this may mean supporting others and new users to develop skills and knowledge. 4.To maintain and seek to continually improve communication systems between HR and all departments to effectively communicate all matters regarding employees including new starters, leavers and other changes. 5.Maintain HR files in line with the retention guidelines. 6.Preparation and distribution of all outgoing paid employee correspondence from the HR Department. 7.Undertake specific and general HR projects, such as the annual appraisal process, staff survey and total reward statements. 8.Collate and analyse statistics for HR reporting, reporting, audit and other projects as required. 9.Coordinate and support the allocation of tasks across the HR Administration team, helping to ensure the smooth and efficient running of daily HR and office operations 10.Monitor and prioritise workloads effectively, responding to changing business needs and ensuring urgent tasks are managed appropriately as they arise.
Recruitment:
11.To respond to recruitment enquiries in a timely and appropriate manner. 12.Follow agreed processes and procedures to coordinate recruitment process utilising the Recruitment Plus system. 13.Ensure that all legislative and regulatory requirements are met throughout the recruitment process, including professional registrations, vetting & barring scheme applications, references and medical questionnaires. 14.Continually seek to improve all areas to increase efficiency of processes and procedures. 15.Monitor recruitment activities against budget establishment levels and preparing reports.
16.To assist in the coordination of inductions for appointed staff. 17.To assist Line Managers with recruitment interviews to ensure compliance with employment legislation. 18.To support with recruitment events and job fairs when required.
Payroll Administration
19.To maintain and seek to continually improve communication systems between HR and payroll to effectively communicate all matters regarding employee payments. 20.Input new starters and leavers, changes to terms and conditions of employment, absence notes and other information as required onto the HR database. 21.Ensure all monthly payroll paperwork is authorised and passed to the payroll department in line with monthly deadlines. 22.Follow annual pay award process for all paid employees to ensure % is inputted into Cascade in a timely and efficient way. 23.To manage the pensions auto enrolment process each month, in line with legislation requirements.
Employee Wellbeing
24.Co-ordinate a hospice wide wellbeing programme, including identifying initiatives, implementation, administration and evaluation. 25.Provide participant support when required either via email, telephone or in person. 26.Liaise with internal colleagues and external organisations regarding the provision of employee wellbeing initiatives. 27.Complete all administrative duties associated with the wellbeing campaigns in a timely manner. Absence Management Support
28.Co-ordinate absence management processes, ensuring absence is accurately recorded, monitored and reported, and alerting line managers and HR Managers to absence policy triggers in a timely manner. 29.Support HR Managers and line managers with the management of sickness absence and unauthorised absence cases, including preparing documentation, arranging meetings, supporting investigations and disciplinary processes where required, and ensuring actions are managed in line with hospice policies and employment legislation.
Person Specification
Qualifications Essential
Evidence of further education / training to NVQ level 3 or equivalent in a relevant subject area (A) Ability to travel independently throughout the locality with access to suitable vehicle for business purposes (A)
Desirable
Relevant HR Qualification (A)
Experience Essential
Previous experience of administration within an HR department Basic knowledge of a variety of HR processes including: recruitment, discipline & grievance, leavers and absence management. Experience of taking responsibility for significant administration systems within a busy professional office environment Experienced in undertaking office administration utilising a PC and associated software Experience of providing excellent customer service to members of the public Knowledge of employment legislation
Desirable
Experience operating in a mutli-disciplinary environment Previous experience in Charity/Not for Profit/Healthcare sector.
Additional Criteria Essential
IT skills including Microsoft Office Suite (Word, Excel, Outlook and Powerpoint) (A / T) Experience of using HR databases (A/I) Excellent communication skills, written and verbal (I) Excellent time management skills (I/T) Excellent interpersonal skills (I) Clear thinking and decision making (I) Results focussed (I) Ability to relate to the multi-disciplinary team within the hospice (A/I) Self-motivated and initiative (A/I) Resourceful and creative (I) A high level of accuracy and attention to detail (A/I/T) To be able to meet the requirements of the post Flexible working to meet shift requirements Present a professional appearance appropriate to the role
Desirable
Demonstrates knowledge of HR (A/I) Knowledge of statistical reporting and producing HR reports (A/I) Resilience and ability to remain calm under pressure (A/I
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 Douglas Macmillan Hospice
Address Dougie Mac
Barlaston Road
Stoke on Trent
ST3 3NZ
United Kingdom
Employer's website https://www.dmhospice.org.uk/ (Opens in a new tab)