HR Services Administrator

at  Royal Surrey NHS Foundation Trust

An exciting opportunity has arisen for an administrator to join our HR Services Team providing a customer focused HR transactional service to employees and managers.
HR Services are the first point of contact for staff, and you will triage and respond to enquiries, forwarding requests and details to other teams as appropriate, ensuring that staff receive a timely and accurate response. The team are responsible for all HR transactional administration for employees from Day 1 of employment. This includes the input of new starter details to ESR (Electronic Staff Record), processing contract amendments, DBS re-checks, follow up of Right to Work and Visas for existing staff, issuing certificates of employment and the provision of staff benefit information.
You will be a team player, have excellent planning and organisational skills, be proactive, motivated and have excellent communication and customer service skills. You will need to have good IT skills with an intermediate level knowledge of Microsoft Office Suite packages. Previous HR or NHS experience with knowledge of ESR would be an advantage, although training will be given.
We would also consider applications for those interested in undertaking the role on an apprenticeship basis to obtain a Level 3 Business Administration qualification, for which the appropriate pay & conditions would apply.
If you are interested in working in a fast-paced HR environment with a broad range of activities, then this role is for you!
Act as the first point of contact for a wide range of queries from employees, Trust managers and other HR colleagues; these may be face to face, via telephone or email. Provide information and advice or re-direct where appropriate.
Liaise with members of staff, external organisations and members of the public to respond to operational HR enquiries and provide a professional HR transactional service.
Check that new starter files from Resourcing contain the requisite information in line with the Trust’s Pre-employment & Employment Checks policy and flag any incorrect or missing information to the Resourcing Team to rectify prior to completion on ESR. This includes but is not limited to Right to Work, health clearance, DBS and ID documentation.
Input new starter employee records on ESR in a timely manner and within agreed deadlines.
Process amendments to contracts e.g., change of hours, extensions of fixed term contracts, re-bandings, Retire & Return contracts and acting up arrangements, reviewing previous service where appropriate to confirm salary and ensuring both the employee and the Payroll Department receive confirmation of the changes in a timely manner. Check the information provided is correct and follow up queries with Trust managers and HR Business Partners for clarification of queries to ensure the employee receives the correct contractual paperwork.
Royal Surrey is a compassionate and collaborative acute and community Trust. Recognising that our 5000 colleagues are our greatest strength, we offer a comprehensive health and wellbeing program along with a commitment to developing and advancing your career. Our diverse and welcoming Royal Surrey family will ensure you that you feel valued from your initial interview through your entire tenure.
We are clinically led and provide joined up care by bridging the gap between hospital and community services alongside regional specialist cancer care. Our main acute hospital site is in Guildford with community hospital sites at Milford, Haslemere and Cranleigh. We provide adult community health services in homes across Guildford and Waverley.
The Care Quality Commission (CQC) have given us an overall rating of Outstanding.
Royal Surrey has a strong reputation and history to build on. We are proud of our achievements and we are investing in our colleagues through our commitment to supporting professional development as well as investing more than £45 million in our physical environment and new equipment in the next few years. There has never been a better time to join us.
Although it isn’t the Trusts normal practice, adverts may close early, so you are encouraged to submit an application as soon as possible.
A video about the Royal Surrey - https://www.youtube.com/watch?v=R96pMboIYdo
To act as the first point of HR contact for employees, ex-employees, and managers, triaging and responding to enquiries as required, forwarding requests and details to other HR teams as appropriate, ensuring that staff receive a timely and accurate response. This may be face-to-face, over the telephone or via email.
Undertake a varied and wide range of HR transactional activities for staff from Day 1 of their employment.
Ensure appropriate ID documentation is on ESR and associate or create requests for smartcards via the NHS Spine for new starters, bank returners, retire and returns and honorary contracts.
Provide first line advice on the Agenda for Change terms and conditions of service e.g., annual leave entitlements, notice periods, etc. forwarding and/or escalating to the HR Business Partner team or other colleagues as appropriate.
Monitor employees on fixed term contracts and liaise with Trust managers to ensure that appropriate contractual changes are made in a timely manner to avoid under- or over-payments.
Process contractual change paperwork for approved flexible working requests, and ensure all requests are logged on ESR

Please refer the Job description for details