Job summary
Are you an organised and customer-focused administrator looking for a varied and rewarding role?
Do you enjoy working with systems, solving queries and helping colleagues find the information and support they need?
Are you detail-focused, proactive and motivated to ensure processes run smoothly and accurately?
If so, we may have the right role for you.
We are looking for a People & HR Systems and Workforce Assistant to join our friendly People & HR Team, where you will play a key role in supporting staff and managers, maintaining HR systems and helping coordinate the organisation's training activity.
This varied role provides administrative support across HR systems, payroll processes, workforce reporting, and staff training coordination. You will act as a first point of contact for employees and managers, providing guidance on HR systems such as ESR, HealthRoster, and EasyPay, while supporting the effective delivery of the organisation's training programme.
You will play a key role in ensuring our systems, data, and processes are accurate, efficient, and responsive, helping colleagues across the organisation access the support and information they need.
If you enjoy working with systems, solving problems, and supporting colleagues, we would love to hear from you.
Main duties
In this role you will:
* Provide first-line helpdesk support to staff and managers for HR systems, including HealthRoster, ESR and EasyPay.
* Manage and triage queries received via HR Processing and Training inboxes and phone lines.
* Support payroll-related processes, including processing excess mileage claims and responding to basic payroll queries.
* Maintain and monitor data within Electronic Staff Record (ESR), including running reports and completing data quality checks.
* Support Healthroster administration, including setting up new starter accounts, maintaining work patterns and opening rosters.
* Assist with HR administration processes, including maintaining employee records, onboarding support, and personnel file management.
* Support the organisation's training programme, including helping with corporate induction, and processing attendance records.
* Produce reports and manipulate workforce data using Microsoft Excel.
* Provide guidance and training to staff and managers on HR systems.
* Assist with HR system projects and audits as required.
Person Specification
Qualifications
Essential
* NVQ Level 3 in Administration or equivalent qualification / experience.
* Maths and English GCSE or equivalent.
Desirable
* RSA III or equivalent qualification.
Experience
Essential
* Experience of administrative work in a busy office environment.
* Experience of managing conflicting priorities and meeting deadlines.
* Dealing with colleagues or customers over the phone and in person.
Desirable
* Experience within HR administration, payroll or recruitment background.
* Experience of working within an NHS or healthcare environment.
* Experience using HR systems such as ESR, HealthRoster or EasyPay.
* Experience supporting training or workforce administration.
Additional Criteria
Essential
* Skills and Knowledge
* Thorough working knowledge of computer systems and information technology, in particular Microsoft Office (Word and Excel).
* Excellent organisation skills with proven ability to prioritise work, and organise appropriately, to meet conflicting deadlines and KPIs.
* Understanding of equality and diversity, employment legislation and good practise relating to HR systems and workforce.
* A strong commitment to high quality standards in all aspects of HR administration support processes.
* Shows a high degree of awareness towards the needs of customers and putting the customer first.
* Ability to handle confidential information appropriately.
* Attention to detail and commitment to data accuracy.
* Advanced keyboard skills with a strong attention to detail to maintain a high level of accuracy.
* Proactive in finding and making positive suggestions for improvements and problem solving.
* Personal Attributes
* Strong communication and customer service skills, with the ability to communicate effectively, both written and orally.
* Approachable, tactful and diplomatic.
* Confident manner and approach to problem solving with the ability to listen, find solutions and use influencing skills to negotiate a positive outcome for all.
* An ability to work under own initiative within set guidelines.
* Able to take responsibility within defined parameters.
* Able to relate to a range of groups of people and adapt working styles to suit the circumstances and objectives.
* Appreciation of the need for confidentiality and ability to apply it.
* Ability to embrace our culture and ABCD Commitments and signature behaviours (as outlined above).
* Ability to embrace our Culture, Values and Signature Behaviours: (Compassion - We Listen, We Learn, We Lead| Action - My Accountability, My Responsibility | Respect - Respect Our Resources: People, Time and Money | Everyone - Work Together, Achieve Together).
* Willingness and ability to work across different sites and travel to alternative sites and across the community as required
Desirable
* Working knowledge of using Electronic Staff Records (ESR/Oracle), NHS Jobs and an understanding of NHS "Agenda for Change" terms and conditions.
* Experience of working with a range of clinical staff.
* Some knowledge and understanding of current employment law and good HR practice to act as the first point of contact for HR related queries.
* Willing and able to make presentations to groups, for example supporting People & HR Adviser/People & HR Business Partners in delivering recruitment, Healthroster and/or equality related training.
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
East Coast Community Healthcare CIC
Address
Hamilton House
Battery Green Road
Lowestoft
Suffolk
NR32 1DE
Employer's website
https://www.ecch.org/
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