Job Description

Job title:	HR Administrator
Department/Section	Corporate
Location:	Michael Sobell Centre, Mount Vernon Hospital, Northwood, HA6 2RN
Reports to:	Business Manager
Accountable to:	Chief Executive
Hours:	37.5 (fulltime)
Terms and Conditions:	Salary: c.£32,000 (depending on experience)
	Holiday entitlement: 25 days, plus public bank holidays
	Probation period: 3 months
	Notice period: 3 months
Role Purpose: Key Responsibilities	To co-ordinate and support the 'end to end' recruitment process and provide efficient, accurate HR administration across the employee 'lifecycle'. This is a busy, varied role with a strong focus on preparing and issuing HR paperwork accurately and on time. Working within our HR systems, you will use templates, checklists and trackers to make sure contracts and offer letters go out promptly, key documents are followed up and records (including training and doctor compliance information) are kept up to date.
	You will also be the first point of contact for day-to-day HR queries and know when to seek support and escalate matters tó senior management, or our external HR support team to handle.
	Recruitment Manage the entire recruitment process, including posting job advertisements,
	screening CVs, liaising with potential candidates, scheduling interviews, producing all relevant documentation and obtaining references. Contracts and letters
	Prepare and issue contracts, offer letters and HR letters using standard templates and processes, to agreed deadlines Check key details carefully (for example: job title, hours, pay, start date, notice period and any conditions) before documents are issued Keep a log of what has been issued, what is outstanding and what needs chasing

	and consistently, until complete	Proactively follow-up e-signed contracts and required paperwork, politely Flag any unclear instructions, missing information or delays promptly
	it current	Records, trackers and compliance (training and doctor documentation) Keep HR records accurate, well organised and up to date (electronic and/or paper), to ensure information can be found quickiy when needed Maintain HR trackers, including training and compliance records, ensuring items are updated promptly and accurately Efficiently maintain the doctors' compliance tracker/matrix (for example: mandatory training status, required documents and expiry dates) and keep Proactively chase missing training evidence and documents, keeping clear notes of what has been requested and when Prepare concise updates to the relevant manager; including, for example: overdue items, upcoming expiries and where - information is outstanding HR email inbox and escalation (first-line support) Monitor the HR inbox and respond to enquiries promptly and professionally,
	when appropriate Team) when: a. Unsure of the correct response; b. A matter is sensitive or serious; C. d. steps and timescales	seeking advice from our external HR Support Team, if necessary Guide staff and managers to the correct policies, processes or forms, Escalate promptly to the relevant manager and/or our external HR Support There is a concern about checks, documentation or compliance that could affect someone starting/continuing in role; or There is a risk of delay that needs a decision or manager input. Keep communications clear and timely so colleagues understand next
	What success looks like in this role	The achievement of: Efficient and successful recruitment campaigns Contracts and letters issued promptly and accurately using templates and checklists Signed paperwork and onboarding documents followed-up and returned with minimal delays Trackers kept up to date so nothing is missed (particularly training and doctor documentation) Queries answered promptly and anything unclear or sensitive escalated quickly and appropriately

Person Specification

ESSENTIAL

• Strong administrative and organisational skills, with excellent attention to detail

• Confident using IT systems, including Outlook, Word, Excel and shared drives/SharePoint (or similar), with the ability to keep trackers accurate

• The ability to proactively work at pace, manage deadlines and prioritise a busy workload, with a clear sense of urgency and confidentiality

• Proactive and persistent in following up outstanding documents and actions

• Able to prioritise work and follow processes consistently

• Clear, concise written and verbal communication skills, with a professional and friendly manner

DESIRABLE

• Experience in an administrative role within an HR, recruitment, healthcare or charity

• Experience in using standard, agreed templates to produce letters or contracts

• CIPD Level 3 (completed, or in progress)

Interest in developing an HR career

WHAT YOU WILL GET IN RETURN

• Support and training to develop your HR skills and confidence

• Opportunities to get involved in a wide range of HR activities

• A supportive team that values clear communication and teamwork

Experience working in a fast-paced, people-focused environment

• A role where your organisational skills and proactive approach can make a real difference

VALUES & ATTITUDES

• Commitment to the vision and values of Harlington Hospice

• Team-focused approach

• Commitment to equality, diversity and inclusion

• Ability to maintain confidentiality