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Job description

We are recruiting for X2 HR Assistants. The post-holder will be expected to provide an excellent Human Resources (HR) service for Doctors and Dentists in Training (DDiT). The post-holder will be based in NIMDTA’s Single Lead Employer (SLE) Trainee Employment Team and will carry out administrative duties relating to pay and conditions, employee relations, attendance management and workforce information, whilst adhering to best practice principles. This will include processing HR and Payroll actions within the appropriate timescales. The team is responsible also for the provision of professional advice and guidance in relation to these disciplines to DDiTs and other stakeholders involved in the employment relationship. Due to the nature of postgraduate medical and dental education programmes, which involve a new intake of DDiT each August and the rotation of all DDiT to new training placements, the SLE Trainee Employment Team experience peak levels of activity during the summer months.

Responsibilities

• To act as the first point of contact, in respect of telephone, email and any face-to-face enquiries to the Trainee Employment Team and provide advice, where appropriate.
• To assist in the provision of high quality administrative support within the Trainee Employment Team, ensuring a continual high standard of service is provided to DDiTs and other Stakeholders within Host Organisations.
• To assist in the processing of New Starts, Promotees, Leavers, Statutory Leave (e.g., Maternity, Paternity, Parental, Sickness etc), Contract Changes etc, within the Trainee Employment Team are implemented in an accurate and timely manner
• To assist with the administration of the attendance management function.
• To assist with the administration of the employee relations function.
• To maintain the DDIT OM Structure (Org Units and Positions), Roles and Employee Self Service (ESS), as required.
• To action HRPTS User Accounts and Password Resets promptly.
• To effectively prepare reports, documents and proposals for senior staff within the Trainee Employment Team, as well as supplying advice and assistance as required.
• To continually seek to improve the service delivered within the Trainee Employment Team by committing to attend personal development training, demonstrating a team work ethic and embracing change.
• To raise requisitions using the e-Procurement system and order stock, as necessary.
• To attend and take notes at meeting, as required of the role.
• To undertake any other duties as required within the remit of the role.

Skills and Qualifications

Essential Skills

• Five GCSE’s (including GCSE English Language and GCSE Maths (Grades A- C) OR equivalent qualification to demonstrate literacy and numeracy
• OR Higher Qualification.
• OR 1b. 18 Months’ relevant experience.
• One year’s experience working with Microsoft Office (e.g., MS Word, MS Excel, MS Outlook), or similar.
• Relevant experience is defined as working in an office environment carrying out administrative duties, such as filing and word processing.
• Ability to communicate effectively to meet the needs of the post in full. Ability to use own initiative and work independently, or as part of a team, to ensure that performance targets and objects are met.
• Ability to prioritise work to achieve set deadlines. Working to actively promote the HSC’s Values and Behaviours.