Job Description

HR Administrator

Job Title

HR Administrator

Salary

23,809.50 (full time equivalent)

Hours

30 hours per week (actual salary 19,047.60)

Accountable to

Head of Workforce

Overgate Hospice is an independent charity with a mission to ensure that patients and those close to them live with the best possible quality of life. This is enabled by provision of the highest standard of compassionate and evidence-based specialist palliative and end of life care for adults in Calderdale who have active, progressive life limiting illness.

Job Summary

The HR Administrator will maintain and update HR records with accuracy and efficiency, ensuring all processes and procedures are followed within set timescales. The role involves proactively managing workloads, prioritising tasks effectively, identifying opportunities to improve services, and delivering high-quality HR support. This includes administration related to recruitment, onboarding, leavers, and changes to employment terms and conditions. The role also requires the ability to recognise when bespoke and personalised letters or responses according to circumstances are needed and to prepare these appropriately.

Additionally, the HR Administrator will act as the first point of contact within the HR office, triaging enquiries and signposting staff, managers, and volunteers appropriately.

Minimum Qualifications / Experience Required

GCSE or equivalent in English and mathematics

HR/administration qualification or working towards, or experience of working in an HR or administration environment

Good working knowledge of Word and Excel and PowerPoint

Experience in, and of delivering, efficient administration, and dealing effectively with confidential data

Key Working Relationships

Head of Workforce

Workforce colleagues

Line managers, staff and volunteers

Job applicants, new starters and employers

Duties and Responsibilities

HR Administration

Maintain accurate and up-to-date HR records and spreadsheets, ensuring timely actions and data integrity.

Process changes to terms and conditions of employment, including letters and revised contracts.

Issue letters for maternity, paternity, adoption, and shared parental leave in consultation with HR colleagues.

Prepare bespoke and personalised letters and responses according to circumstances, ensuring they are accurate and appropriately worded.

Ensure payroll-related information is accurate and submitted on time.

Manage purchase orders for HR-related items, such as name badges, including budget tracking and invoice reconciliation.

Monitor the HR mailbox and forward emails to relevant team members promptly.

Recruitment, Onboarding & Leavers

Manage all aspects of recruitment administration, including sifting applications, scheduling interviews, notifying candidates, and overseeing the offer and onboarding process.

Monitor probation periods, issue evaluation forms, and ensure line managers take timely action.

Administer leaver processes, ensuring all documentation and procedures are completed as per the leavers' checklist.

Training

Coordinate and manage mandatory training via Blue Stream, producing reports and monthly completion statistics as required.

Coordinate and track ad-hoc training requirements, including sending invitations, maintaining attendance registers, booking rooms, and sending reminders to participants.

HR Office Point of Contact

Act as the first point of contact within the HR office, receiving and triaging enquiries from staff, managers, and volunteers.

Signpost enquiries appropriately to the HR team or other relevant colleagues, ensuring timely and accurate guidance.

General Duties

Read, understand, and comply with all Hospice policies, procedures, and guidelines.

Maintain strict confidentiality in all matters relating to staff, patients, and the organisation.

Support Workforce Strategy initiatives and participate in ad hoc projects, providing research, coordination, and recommendations.

Undertake other duties as reasonably requested, reflecting the evolving needs of the Hospice.

Skills & Competencies

Excellent attention to detail and accuracy in data entry and documentation.

Ability to work accurately at pace while managing high volumes of data and documentation.

Ability to recognise when bespoke and personalised responses according to circumstances are required and prepare these appropriately.

Proactive approach with the ability to prioritise tasks effectively and manage competing demands.

Strong written and verbal communication skills, including the ability to discuss sensitive issues compassionately.

Ability to build trusting relationships with staff and managers.

Strong organisational skills with the ability to multi-task and work independently with minimal supervision.

Ability to act as the first point of contact, triaging and signposting enquiries appropriately.

Confident user of Microsoft Word, Excel, and PowerPoint.

Ability and willingness to engage with and utilise new technologies, including emerging tools such as AI, to improve efficiency and service delivery.

This job description reflects the immediate requirements and objectives of the post. It is not an exhaustive list of duties but gives a general indication of work which will need to be undertaken, and which may vary in detail in the light of changing demands and priorities and may be reviewed at any time. Substantive changes will be carried out in consultation with the post holder.

Professionalism

HR personnel need the respect of all Hospice employees to carry out their duties effectively. Therefore, the behaviours of HR staff are a critical professional factor, especially when HR is doing what it often does and setting behavioural standards for others. This means that all HR staff need to be people of integrity who behave in with professionalism and in accordance with the Overgate Behaviours at all times, both at work and, within reason, when outside work too.

Overgate General Duties and Responsibilities

All employees must maintain a safe working environment in accordance with Overgate Hospices Health and Safety policies & abide by the Health and Safety at Work Act (1974)

All employees must undertake relevant mandatory training.

All employees must comply with all Hospice policies and procedures and always maintain strict confidentiality within the guidelines of the General Data Protection Regulations.

All employees must adhere to the Hospice's Standards of Behaviour Framework and Values in all aspects of their work.

This job description is not exhaustive and will be subject to periodic review. The employer and the employee share responsibility to review and amend it as appropriate.

Safeguarding Children and Adults at Risk

All Hospice staff are required to act in such a way that always safeguards the health and well-being of children and adults at risk. Familiarisation with and adherence to the Hospice safeguarding policies is an essential requirement of all employees as is participation in related mandatory/statutory training.

Valuing Diversity, Equality, and Inclusion

All employees should carry out their duties in accordance with the values and principles of valuing diversity and equity of provision. It is the responsibility of all employees to support the Hospice vision of promoting a positive attitude to inclusion, diversity and equality of opportunity, to eliminate discrimination and disadvantage in service delivery and employment, and to manage, support or comply through the implementation of the Hospice's Equality, Diversity and Inclusion Policy.

Person Specification

Qualifications/Training

Essential

GCSE or equivalent in English and Mathematics

HR/administration qualification or working towards

Experience of working in HR/administration X

Knowledge

Essential

A good working knowledge of Microsoft Office programmes including Word, Excel and PowerPoint

Experience

Experience of administration and administering confidential data

Skills/Abilities

Essential

Excellent attention to detail and accuracy in data entry and documentation.

Ability to work accurately at pace while managing high volumes of data and documentation.

Ability to recognise when bespoke and personalised responses according to circumstances are required and prepare these appropriately.

Ability to act as the first point of contact, triaging and signposting enquiries appropriately.

Strong organisational skills with the ability to multi-task and work independently with minimal supervision.

Ability and willingness to engage with and utilise new technologies, including emerging tools such as AI, to improve efficiency and service delivery.

Personal Attributes

Essential

Ability to build trusting relationships with staff and managers.

Proactive approach with the ability to prioritise tasks effectively and manage competing demands.

Strong written and verbal communication skills, including the ability to discuss sensitive issues compassionately.

Job Type: Part-time

Pay: 19,047.60 per year

Expected hours: 30 per week

Benefits:

Company pension On-site parking
Work Location: In person