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Apprentice HR Advisor at The Dudley Group NHS Foundation Trust in Dudley
The Dudley Group has a strong reputation for leading the way in innovation and quality improvement. You could join our team of award-winning staff who have received national recognition for their work. We constantly strive to offer the highest standards of care in line with our Trust values of care, respect and responsibility.
This role is a trainee position which supports the administration and clerical function across the HR Directorate in order to provide seamless customer service to both internal and external customers, the role will work flexibly across the Directorate, including Medical staffing, Organisational Development and Workforce, while holding a primary assignment of HR Advisor. As part of the role, the successful candidate will be expected to complete an HR qualification gaining them Associate Membership of the CIPD and an HR qualification at Level 3.
Main Duties and Responsibilities
Providing and receiving routine information which may sometimes require tact or persuasive skills or skills to overcome barriers to understanding, this may also involve providing and receiving complex or sensitive information, and providing advice, instruction or training to groups where the subject matter is straightforward. In particular, this will involve:
- Being the first point of contact for the HR Operational Team.
- Responding to appropriate requests for information.
- Acting on correspondence – responding to, or referring to the appropriate person.
- Providing routine general HR advice and advising regarding HR policies, in a manner relevant to the audience and topic area (i.e. staff, patients, carers, medical staff).
- Supporting the HR Team in the provision of administrative services. This is to include minute taking for the Joint Negotiation and Consultation Committee, co-ordinating the Job Matching process with support from the Deputy HR Business Partner.
- Co-ordination and completion of maternity/paternity applications for Medical Workforce.
- Liaise with partner services and organisations.
- Preparation/completion of routine documents, including letters, reports, presentations, hearing packs and forms e.g. purchase order requisitions, photocopying, filing, etc.
- Handing general telephone queries.
- Diary management for the Head of Human Resources, Head of Learning & Organisational Development and members of the HR Team.
- Checking, processing and recording of invoices as required for the HR Team.
- Processing annual leave, study leave and payroll submissions.
- Assisting patients/ clients/ relatives during incidental contacts.
- Assisting with Clinical Excellence Award on a yearly basis.
- Attendance at hearing taken formal minutes include disciplinary and Joint Negotiate Committee.
The role will require capacity to make decisions, which may require consideration of a range of options, such as:
- Judgements on how to deal with enquiries, patients/ carers. External contacts
- Prioritising work, resolving conflicting diary appointments and schedules
Responsible for data entry, text processing or storage of data compiled by others, utilising paper or computer based data entry systems. Particular systems used in this role are detailed under ‘Specialist/ Technical requirements’. This will include activities such as:
- Taking and transcribing formal minutes
- Producing statistical reports
- Maintaining information systems
Understanding of a range of routine work procedures some of which may fall outside of the immediate work area. To be guided by precedent and clearly defines occupational policies, protocols, procedure and codes of conduct relevant to work area. Work is managed rather than supervised.
Planning and organisation of straightforward tasks, activities or programmes. This will include activities such as:
- Maintaining and effective ‘bring forward’ system
- Co-ordinate programmes of work (such as training schedules, events or the use of rooms, setting up of rooms)
- Adjusting appointment times as necessary
- Arranging meetings and diary management
- Arranging various HR panels and associated paperwork along with distribution.
- Working knowledge and understanding of HR
Responsible for maintaining auditable stock control and/ or security of stock, with particular emphasis on stationery but also extended to the management and control of other resources such as projectors and laptops.
- Receipt of goods
- Maintaining stock levels, issuing stock
- Provide advice, or demonstrate own activities or workplace routines to new or less experienced employees in own work area.
- To undertake surveys or audits, as necessary to own work.
Specialist/ Technical Requirements
- ESR (training to be provided)
- Microsoft office – especially Word, Excel, outlook, also PowerPoint and occasional use of access.
- Bighand (training to be provided).
- Other Trust bespoke IT resources as required (training to be provided)
The purpose of this specification is to identify the attributes and competencies required for the post holder to perform the duties described in the job description.
These are identified as either essential i.e. those without which the job could not be performed adequately, or desirable i.e. those which, although not essential, could enhance job performance and would be expected to be developed by the successful candidate during their employment in the role.
These criteria should be capable of being measured in some way through the selection process either by information given on the application form and references or by questions or assessments planned for the interview. The specification will be used to shortlist applicants, all of whom will usually need to meet all of the essential criteria and to compare how well candidates match the full specification.
- Able to provide safe, caring and effective services because people matter
- Maths and English at grade A – C.
- Experience of a range of secretarial procedures and software programmes
- Knowledge of a range of secretarial work procedure and software programmes acquired through NVQ 3/ RSA3 or equivalent
- Advanced keyboard skills
- Organisational skills
- Ability to prioritise
- Good communication skills, both written and verbal and interpersonal skills
- Knowledge of MS Office, particularly Outlook Word, Excel and PowerPoint
- Knowledge of NHS administration and clerical procedures
- Excellent organisational skills with the ability to priortise and multi-task with attention to detail
- Excellent interpersonal skills
- The ability to work under pressure to meet deadlines
- Ability to meet the travel requirement for the post
- Willingness to under CIPD qualification at Level 3 during the apprentice period and complete.
Russells Hall Hospital Dudley, West Midlands, DY1 2HQ
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