About this role
Job summary
We are looking for a highly organised and proactive administrator who takes pride in delivering an excellent service. You will have previous administrative experience, strong IT skills and experience using Microsoft Office applications including Word, Excel, Outlook and Teams. You will be comfortable handling confidential information, managing competing priorities and communicating effectively with a wide range of people.
Previous experience within a HR environment would be advantageous, as would a Business Administration or CIPD qualification. Most importantly, you'll be someone who demonstrates attention to detail, compassion, professionalism and a commitment to supporting colleagues in a caring and values-driven organisation.
Main duties of the job
As our HR Administrator, you will provide comprehensive administrative support across all areas of the employee lifecycle. You will play a key role in coordinating recruitment and onboarding activities, supporting pre-employment checks, preparing employment documentation and maintaining accurate HR records. You will also assist with payroll administration, process leavers, organise meetings and interviews and respond to queries from managers, employees and volunteers. Working as part of a busy HR team, you will help ensure an efficient, professional and responsive HR service across the Hospice.
About us
St Andrew's Hospice is one of the region's leading providers of specialist palliative and end of life care, supporting adults, children and their families across North-East Lincolnshire, Hull, East Yorkshire and Lincolnshire. With a dedicated workforce, a strong community presence and an outstanding reputation, we are committed to delivering compassionate, high-quality care when it matters most
Job description Job responsibilities
To provide high-quality HR administrative support that enables the Hospice to recruit, support and retain a skilled and compassionate workforce, ensuring the effective operation of HR processes and contributing to the delivery of outstanding care for patients and their families.
MAIN RESPONSIBILITIES
Recruitment and Onboarding
To coordinate all administrative aspects of the recruitment process for employees and workers, including advertising vacancies, managing applications and supporting the recruitment process through to appointment.
To maintain vacancy information across relevant job boards, websites and internal systems, ensuring vacancies are advertised and removed in a timely manner.
To administer all new starter processes through the HR Information System, ensuring pre-employment checks and onboarding documentation are completed accurately and within required timescales.
To liaise regularly with recruiting managers, applicants and prospective employees, providing updates on recruitment activity and the progress of pre-employment checks.
To arrange and monitor all pre-employment checks, ensuring compliance with organisational requirements and relevant legislation.
To arrange the ordering of uniforms, identification badges and photo ID cards following authorised management requests, maintaining accurate records on the HR system.
To prepare contracts of employment and associated employment documentation under the guidance of the HR & Payroll Officer, ensuring compliance with legal and organisational requirements.
To monitor the return of signed contracts and other onboarding documentation, issuing reminders and following up outstanding information as required.
To monitor completion of induction programmes and associated documentation, escalating any outstanding requirements to the relevant line manager.
To process and maintain records relating to work experience, student and community placements, ensuring all applications meet organisational requirements.
Payroll Administration
To provide payroll administration support and assist with the preparation and processing of the monthly payroll in accordance with established procedures.
To support the HR & Payroll Officer in ensuring payroll information is accurate, complete and submitted within agreed timescales.
In the absence of the HR & Payroll Officer, to assist with or undertake payroll processing in line with organisational procedures and deadlines.
To ensure payroll changes, including starters, leavers and contractual amendments, are processed and communicated accurately and within required timescales.
To process the annual Shiftbase timesheet year-end procedures, ensuring records are accurate and all documentation is completed for the commencement of the new financial year.
Employee Lifecycle Administration (Starters, Changes and Leavers)
To maintain accurate employee and worker records throughout the employment lifecycle, ensuring all contractual and personal changes are recorded in a timely manner.
To prepare and issue employment-related correspondence, including offer letters, contracts of employment, probation confirmations, absence correspondence and disciplinary documentation.
To administer all aspects of the employee and worker leaver process through the HR Information System, ensuring records are updated accurately and in a timely manner.
To prepare and process leaver documentation, ensuring all relevant information is communicated to payroll for final salary payments, adjustments and production of P45 documentation.
To coordinate exit interviews for employees, including arranging meetings, maintaining records and communicating relevant information to managers.
To ensure all employment records relating to leavers are retained and archived in accordance with data protection and retention requirements.
To process and maintain records of employment reference requests received from prospective employers in accordance with organisational procedures.
HR Systems, Records and General Administration
To maintain accurate and up-to-date employee and worker records within the HR Information System, ensuring data integrity and compliance with GDPR and organisational policies.
To input, update and maintain HR information and documentation, ensuring records are current, accurate and retained appropriately.
To act as a first point of contact for routine HR enquiries, responding appropriately and referring matters as required.
To answer telephone enquiries and direct calls to the appropriate person or department as required.
To provide general administrative support to the Human Resources Department, including filing, scanning, photocopying and document management.
To organise meetings, training events, workshops and other HR-related activities, including arranging venues, invitations and supporting documentation.
To support the production of HR reports, workforce information and management data as required.
To use time and resources effectively, regularly reviewing areas of responsibility and highlighting improvements, developments or concerns to the HR Manager.
To maintain strict confidentiality in all aspects of the role, ensuring sensitive employee, worker and organisational information is handled securely at all times.
To work in accordance with Hospice values, policies, procedures and relevant employment legislation.
To undertake any other duties consistent with the nature and grading of the post as reasonably required.
To support managers and employees with routine HR processes and procedures, providing guidance within the boundaries of the role and escalating complex matters to the HR Manager or HR & Payroll Officer as appropriate.
Person Specification
Qualifications Essential
GCSE Grade 5 (or equivalent) in English Language and Mathematics. Evidence of good literacy and numeracy skills. Commitment to undertaking relevant training and development.
Desirable
Business Administration Level 2 or Level 3 qualification. CIPD Level 3 Foundation Certificate in People Practice (or working towards). Additional qualifications relevant to administration, customer service or human resources.
Experience Essential
Proven experience in an administrative or office support role. Experience using Microsoft Office applications, including Word, Excel, Outlook and Teams. Experience handling confidential and sensitive information. Experience supporting recruitment, onboarding or people-related administrative processes.
Desirable
Previous experience in an HR administrative role. Experience working within a healthcare, hospice, charity or care environment. Experience using HR Information Systems (HRIS). Customer service experience involving direct contact with employees, customers or service users. Experience supporting payroll administration processes.
Knowledge & Skills Essential
Excellent organisational skills with the ability to manage competing priorities and work to deadlines. High level of accuracy and attention to detail. Strong keyboard and data entry skills. Effective written and verbal communication skills. Ability to communicate professionally and confidently with a wide range of people. Ability to maintain confidentiality and handle sensitive information appropriately. Good interpersonal and team-working skills. Ability to work independently, using initiative whilst recognising when to seek guidance. Ability to maintain accurate records and documentation. Good problem-solving skills with a calm, logical and methodical approach. Ability to use time and resources effectively and prioritise workloads appropriately. A professional, approachable and customer-focused manner. Flexible and adaptable approach to work. Commitment to providing a high-quality service. Ability to develop and maintain positive working relationships. Receptive to change and continuous improvement. Demonstrates compassion, empathy and sensitivity to the Hospice environment. Ability to work with integrity and discretion at all times. Commitment to the values and ethos of the Hospice.
Desirable
Knowledge of employment legislation and HR best practice relevant to an administrative role. Knowledge of payroll administration processes. Understanding of GDPR and data protection requirements. Knowledge of recruitment and pre-employment checking processes.
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 St Andrews Hospice
Address St. Andrews Hospice
Peaks Lane
Grimsby
DN32 9RP
United Kingdom
Employer's website https://www.standrewshospice.com (Opens in a new tab)