JOB DESCRIPTION. To provide a comprehensive administrative service to the Human Resources Department.

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1 JOB DESCRIPTION 1. JOB IDENTIFICATION Job Title: Responsible to: Department & Base: Human Resources Admin Assistant HR Officer (ER & Policy) Human Resources, Borders General Hospital Date this JD written: September 2013 Job Reference Number: SS JOB PURPOSE To provide a comprehensive administrative service to the Human Resources Department. 3. ORGANISATIONAL POSITION Attached 4. SCOPE AND RANGE Organisational context NHS Borders Has a budget of approximately 200 million Employs approximately 3,650 staff (2510 wte) The Human Resources Department offers the following key services; Strategic HR and Workforce Planning Leadership Employee Relations and Resourcing advice and support for all managers and staff Medical Staffing Function Supports the development of HR Policy and HR Policy Training Supports the development and implementation of sustainable Local Workforce Plans The HR department is split into two teams: Employee Relations and Policy; and Workforce Planning and Resourcing. It employs 17 WTE staff and has an annual revenue budget of approximately 760,000. Job context This post will provide reception duties to the HR Department, as well as a comprehensive clerical service to all members of the Human Resources Service The direct line manager for this post will be an HR Officer (ER & Policy) The postholder has no budgetary or staff management responsibilities.

2 5. MAIN DUTIES / RESPONSIBILITIES To welcome visitors to the HR Department and deal with their requests or enquiries in a friendly, professional manner. To answer the telephone, exercising initiative when required to respond to general enquiries and/or record and pass on messages as appropriate, accurately, legibly and swiftly. To maintain appropriate paper and electronic filing/information systems, so that information is stored securely and is easily retrievable To undertake data entry tasks in relation to the maintenance of eess To sort and distribute departmental mail to all members of the Human Resources Team. and ensure outgoing mail is taken to the mail room at appropriate times throughout the day. Setting up meetings as required by the HR team. To maintain stock levels of standard stationery/equipment. To type documents accurately as required by members of the HR Team. To liaise with NHS Borders staff, staff from external organisations and members of the public as and when required, in order to provide a high quality of service To undertake all general office duties, such as photocopying, scanning, faxing, ordering supplies etc In conjunction with colleagues, continuously review and improve Human Resources administrative processes To assist other administrative staff within the HR department as and when required, for example during periods of sickness absence or annual leave To ensure that confidentiality is maintained in respect of personal information about all individuals (eg candidates, members of staff etc) covered by the work above To attend training sessions as appropriate and seek opportunities to develop skills and understanding that will enhance own performance in the role The list of main duties is not exhaustive and the post holder may be required to undertake other tasks suitable to the role. The department operates a team philosophy and the post-holder will contribute to the HR Service depending on expertise and development interests and will provide cover for colleagues during periods of absence 5. SYSTEMS AND EQUIPMENT Microsoft Office computer systems, including Word, Excel, Outlook, Access, eess (NHS Borders HR system) etc Fax, photocopier, laser printer, scanner and shredder. Paper filing systems, including filing cabinets and folders. 6. DECISIONS AND JUDGEMENT Work for this post will be allocated by the Human Resources team. Works under the supervision of the Human Resources Officer (ER & Policy) Exercises own judgement in deciding whether to respond directly to face to face/ written/telephone enquiries or refer matter on, subject to criteria agreed with line manager The postholder is expected to demonstrate a high degree of discretion with regard to the handling of personal information 7. COMMUNICATIONS AND RELATIONSHIPS Communicates face-to-face, by telephone, and in writing, on a daily basis with o The line manager for this post and all other members of the Human Resources Team o All other NHS Borders staff and staff in external organisations (eg suppliers etc)

3 o Members of the public (e.g. patients, prospective candidates for jobs etc) The postholder is the first point-of-contact with Human Resources department visitors, so it is essential that the postholder maintains a professional manner and is friendly and helpful in all day-to-day communications 8. PHYSICAL DEMANDS OF THE JOB A high level of accuracy is required when entering/processing data and recording telephone messages for other members of the Human Resources Team The post-holder is desk-based for a substantial part of each day Retrieval and use of paper files from various HR filing systems (eg cabinets, shelves etc) Manual handling skills (eg postbags, office supplies such as boxes of photocopier paper) 9. MOST CHALLENGING/DIFFICULT PARTS OF THE JOB Dealing sensitively with the varied demands of staff and members of the public. Demonstrating good time management. 10. KNOWLEDGE, TRAINING AND EXPERIENCE REQUIRED TO DO THE JOB (= PERSON SPECIFICATION) Essential Good general Education to Standard Grade level Up-to-date knowledge and experience of and Microsoft Office, together with good keyboard skills Excellent communication and customer care skills (including a friendly / helpful manner) Numeracy and literacy skills Ability to work use own initiative, and work as part of a team A tactful and diplomatic approach to dealing with sensitive and confidential information A willing, flexible and enthusiastic approach to work Desirable A working knowledge of Microsoft Excel, Powerpoint, Access and Outlook Previous work experience in the health service, including an understanding of basic human resources terminology (eg recruitment, appraisal, consultant etc)

4 HEAD OF HR Employee Relations & Policy Workforce Planning & Resourcing HR Team Manager (1 wte) HR Team Manager Senior (2wte) HR Officer (2wte) HR Officer HR Officer HR Administrator (1.5wte) HR Administrator (1.5wte) HR Admin Assistant (This Post) ER & POLICY Medical Staffing RESOURCING WORKFORCE T&Cs advice & projects Case Work / Org Change Policy Development Staff Governance Reshaping the Medical Workforce New Deal Monitoring Working Time Regulations Advise on ER, T&Cs, and recruitment for M&D posts. Vacancy Authorisation Recruitment Redeployment Job Evaluation Workforce Planning/ Redesign Reporting/Data Analysis Systems Administration eess Helpdesk

5 TERMS AND CONDITIONS Grade and salary: Hours of work: Annual leave: Public Holidays: Superannuation: Band 2: 15,058-17,803 per annum pro rata Fixed term until 31/12/ hours per week 27 days per annum pro rata Details of other types of leave entitlement (such as sick leave) are set out in the Agenda for Change handbooks. 8 days per annum pro rata on dates designated by NHS Borders Details of other types of leave entitlement (such as sick leave) are set out in the Agenda for Change handbook. The post-holder is entitled to join the NHS superannuation pension scheme. If Unsuccessful: If you have NOT heard from us within 4 WEEKS of the closing date, then we regret that your application has not been successful on this occasion. However, we appreciate your interest in working with NHS Borders and your time and effort in completing the application form. We would welcome your application for future posts. Equal Opportunities: In NHS Borders, we believe that all staff should be treated equally in employment. We will not discriminate against any member of staff, or job applicant, on grounds of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion and belief, sex and sexual orientation. Trade Union membership. Disclosure checks: We carry out criminal record checks on new staff who fall within certain staff groups within NHS Borders, through Disclosure Scotland. We send out Disclosure Forms to all shortlisted candidates for these staff groups, and ask for these to be completed and returned at interview. If a successful-at-interview candidate forgets to bring their completed form to interview, then they will be required to return the form (and proofs of identity) within 7 days, otherwise the provisional job offer will be withdrawn. Unsuccessful candidates forms will be shredded. The Rehabilitation of Offenders Act does not apply to this post. Mandatory Induction Standards for Healthcare Support Workers in Scotland: Your performance must comply with the Mandatory Induction Standards for Healthcare Support Workers in Scotland and with the Code of Conduct for Healthcare Support Workers (in line with CEL 23 (2010)), both subject to amendment from time to time, which are attached. If, despite ongoing support, you fail to adhere to the Standards or to comply with the code, your performance will be managed in line with the NHS Borders Management of Employee Capability Policy and could result in the termination of your employment with NHS Borders. Tobacco policy: We have a Tobacco policy in place. When selecting staff, we do not discriminate against applicants who smoke, but staff must observe our policy on smoking. Hepatitis B: We offer Hepatitis B immunisation through our Occupational Health Service (OHS). If you think you may be at risk of contracting Hepatitis B through your job, you should ask for this immunisation at OHS.

6 If your work involves exposure-prone procedures, you must keep to the document Protecting Health Care Workers and Patients from Hepatitis B, and the NHSiS Management Executive Directive on this issue. You must be immune to Hepatitis B, and if you cannot prove that you are immune, OHS will investigate to find out whether you are Hepatitis B positive or not. Health and Safety at Work: You must look after the health and safety of yourself and anyone else who may be affected by what you do at work. You must also co-operate with us to make sure that we keep to legal and organisational safety regulations. You can get more information from the NHS Borders Health & Safety Adviser. The closing date for completed application forms is: 5pm on Tuesday 14 th October 2014

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