HR Administrator

Human Resources Administrator

Part-Time 22.5 hours across 3 days, Wednesday – Friday 09:00 – 17:00

At Rowans Hospice, we provide free person-centred care and support to people in South East Hampshire (including Portsmouth, Gosport, and Fareham) affected by life-limiting and progressive illness.

Our team of specialist health care professionals aims to maximise comfort and quality of life for patients and their families, from initial diagnosis and into bereavement, with services provided within the Hospice, at home, and through the Rowans Living Well Services.

Since being established in 1994, we aim to provide a space where families can enjoy special moments and create precious memories together. At the heart of everything we do is compassion – because we understand that kindness and understanding make the biggest difference of all.

Whilst our care is provided free of charge, we are in fact a charity, and 90% of our income is generated by legacies, donations, fundraising and our Retail shops.

In addition to our workforce across our Clinical, Retail and Business Support teams, we also rely on a dedicated team of volunteers to help us deliver our many different services to people at the most vulnerable time in their lives.

Your Role

The Human Resources Administrator role is part of the People Services Team which includes HR and Volunteer Services based at Rowans Hospice, Purbrook. The team is headed up by the Head of HR and responsible to the Chief Executive Officer.

Job Purpose

The HR Administrator is responsible for providing administrative support across various HR functions including recruitment, employee records management, payroll processing and HR compliance. This role ensures the smooth operation of HR processes while maintaining confidentiality and professionalism.

Key Working Relationships

General workforce (including employees and volunteers)

Board of Trustees

External Stakeholders (Employment Lawyers/Recruitment Agencies/Training Providers)

Occupational Health

HRIS service systems

Key Areas of Responsibility / Key Accountabilities

HR Administration & Record Keeping

• Maintain and update employee records, contracts and personal details in HR systems
• Ensure all HR documentation is accurate, up to date and compliant with company policies and legal requirements
• Prepare HR reports, letters and correspondence as required
• Handle confidential information with discretion
• To take minutes at meeting or forums as requested
• To support data input and reporting of annual leave and sickness
• To participate in team project work as required, for example annual workforce survey, forums, long service celebrations etc.
• Contribute to the KPI monthly metrics reporting process.

Recruitment & Onboarding

• Assist in the recruitment process by posting job advertisements, screening CV’s / application forms and coordinating interviews
• Manage pre-employment checks such as right to work, DBS applications, insurance documents, reference verification, occupational health checks, professional memberships and new hire documentation
• Facilitate the onboarding process, including induction schedules and first-day arrangements
• Payroll & benefits administration
• Support payroll processing by ensuring employee data is accurate and up to date
• Assist employees with payroll-related queries and liaise with the finance/payroll team
• Maintain employee benefits records and assist with enrolment and changes
• To support the administration of all Pension Schemes
• Record the completion of probationary reviews.

Employee Relations & Engagement

• Act as a point of contact for HR-related inquiries from employees and managers and signpost to other HR team members if necessary
• Support HR in managing employee engagement initiatives and well-being programmes
• Assist in handling employee grievances and disciplinary procedures in line with company policies
• Compliance & policy implementation
• Ensure Company policies and procedures are communicated and adhered to
• Stay updated with employment laws and regulations to support compliance
• Assist in HR audits and compliance-related activities, such as CQC and financial audits.

Training & Development Support

• Maintain training records and track employee development programmes
• Assist in organising internal and external training sessions
• Assist in administration of Apprenticeship Schemes.

Person Specification

Experience, knowledge and qualifications

• CIPD qualification L3 or higher
• 1-3 years’ experience in working within a HR administrative role (or relevant experience in an administrative role)
• Extensive experience in the use of HR databases or comparable software.

Essential Competencies

• Strong administrative and organisational skills
• Excellent attention to detail and accuracy
• Ability to handle sensitive and confidential information
• Proficiency in HR systems (CIPHR) and MS Office (Word, Excel, Outlook, PowerPoint)
• Able to multi-task and prioritise workload effectively
• Knowledge of Employment Laws and HR best practices.

Desirable Competencies/Experience

• Administrative or HR role in a clinical/medical environment
• Good interpersonal skills and ability to communicate effectively with all stakeholders
• Flexible approach to workload and adaptable to supporting the team where service demand requires
• Understanding of Hospice ethos
• Enjoy working with people
• Ability to work autonomously from conflicting demands.

Other

Undertake any duties, which may be reasonably required within the scope of the role.

Please note that this job description is not exhaustive, and you may be required to undertake other duties, which are broadly in line with the above key responsibilities.

Rowan’s Hospice is committed to equality of opportunity and to eliminating discrimination. All employees are expected to follow our Code of Conduct and comply with policies and procedures. They must also undertake specific training and assume responsibility for safety relevant to specific roles.

Closing Date: 21/03/2025

First Interview Date: 07/04/2025

Second Interview Date: 09/04/2025