HR Support Administrative Officer (XN03)

Integrated Care System; Leeds; On-site; GBP 20,000 - 25,000; Full time

Job summary

A regional health organization in Leeds is seeking two motivated HR Support Administrative Officers to join their centralised HR Core Admin Team. This role involves managing HR inboxes, providing first-line support for HR queries, and coordinating documentation for various HR functions. Ideal candidates should have strong attention to detail, effective communication skills, and prior experience in administration. This position offers an impactful opportunity in a busy NHS setting.

Qualifications

• Ability to prioritise workload, manage competing demands and meet fixed deadlines.
• Strong attention to detail with high standards of accuracy in all written and digital work.
• Proven ability to work independently using initiative, while also contributing to a team.

Responsibilities

• Manage shared HR inboxes, triaging and categorising emails.
• Provide first-line cover for the HR telephone advice line.
• Support HR senior leaders with administrative tasks.

Skills

Attention to detail

Communication

Confidentiality

Interpersonal skills

Education

GCSE (or equivalent) in English and Maths

ECDL, CLAIT or basic IT qualification

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

HR Support Administrative Officer (XN03)

NOTE: May close early if recieve significant applicants

Weare recruiting two motivated and detail-focused HR Support AdministrativeOfficers to join our centralised HR Core Admin Team. This is a highly visibleand valued role that supports Trust-wide HR activity, including employeereferences, variation orders, hearing coordination, panel logistics, and dataintegrity tasks. The team is responsible for maintaining key workflows thatunderpin our people governance processes.

Youwill join a small but highly effective admin team that works professionallywith HR senior leaders, managers, payroll services, and staff side colleaguesto deliver consistently excellent results. While aligned to the central HRCore Admin function, this team forms part of a wider administrative networkthat supports the full range of activity across Human Resources function. Therole also includes supporting the central HR advice telephone line, offeringprofessional first-line response and effective signposting to the correctteams or processes.

Main duties of the job

Manageshared HR inboxes, triaging and categorising emails relating to variationorders, references, panels and appeals.

Providefirst-line cover for the HR telephone advice line, responding to routinequeries and signposting effectively to HR or payroll contacts.

SupportHR senior leaders with administrative tasks including the coordination ofappeals, panel packs, and timely documentation handling.

Prepareand format HR letters, certificates, panel packs and meeting notes usingstandard templates.

Contributeto hearing prep including booking rooms, organising pre-reads, printing, andformal minute formatting.

Managevarious other key activity within the HR admin function working closely withyour HR Support Team Leader to provide the best possible services for ourstakeholders

About us

LeedsTeaching Hospitals NHS Trust is one of the largest and busiest acute hospitaltrusts in the UK. With around 22,000 staff, we provide a range of bothgeneral and specialist hospital services to patients from Leeds, Yorkshireand beyond. We are committed to The Leeds Way our values-based approachthat underpins everything we do.

TheHR Core Admin Team plays a central and highly visible role in supportingTrust-wide HR functions. We handle critical workflows that ensure the smoothdelivery of people processes and employment governance. You will be part of asmall but trusted admin team known for its professionalism and impact,contributing directly to the wider work of Human Resources functions withinyour role.

LeedsTeaching Hospitals is committed to our process of redeploying 'at risk'members of our existing workforce to new roles. As such, all our job advertsare subject to this policy and we reserve the right to close, delay or removeadverts while this process is completed. If you do experience a delay in theshortlisting stage of the recruitment cycle, please bear with us while thisprocess is completed, and contact the named contact if you have anyquestions.

Job responsibilities

JobDescription Text for NHS Jobs Portal (HR Support Admin Officer, Band 3)

Thisis a key administrative role within our HR Core Admin Team a small buteffective unit working visibly across the LTHT HR CSU. While you will be partof the centralised HR admin function, your duties directly contribute toTrust-wide people processes including governance, compliance, and panelsupport.

FurtherDuties for the Role:

Coordinatingand formatting HR documents such as references, variation orders, panelpacks, and letters

SupportingHR senior leaders with the smooth running of formal hearings, includingbooking logistics and managing documentation

Providingfirst-line response to staff via the HR advice telephone line and sharedinbox, with a focus on accurate and timely signposting

Liaisingwith payroll, recruitment, staff side and wider HR partners to ensuredocuments are properly received and recorded

UsingMicrosoft Excel and HR trackers to manage deadlines, monitor progress andescalate delays where appropriate

CoreValues and Expectations:

Thisrole is guided by The Leeds Way values (Patient-centred, Collaborative, Fair,Accountable, Empowered) and requires a professional, discreet and highlyorganised approach to admin work. You should have a strong sense of ownershipfor your duties, and a commitment to quality, accuracy and confidentiality.

DepartmentalContext:

Youwill report to the HR Support Team Leader and work closely with the AdminTeam Manager. You will also interact with HR Business Partners andStakeholders across the CSU. Your work underpins key admin support toprocesses like appeals, disciplinary hearings, and employee referencefulfilment. The service is fast-moving and confidential in nature, and yourrole is essential to ensuring these processes run smoothly and are auditable.

Physical,Mental, and Emotional Effort Required:

Youwill work primarily at a screen using Outlook, Word, Lists, Excel and variousIT system..

Youwill need strong attention to detail and ability to maintain focus whilemanaging competing admin requests.

Occasionalemotional resilience is required when supporting processes involvinggrievances and our trust colleagues contact us requiring support advice foryou to signpost them to the appropriate resource.

Whyjoin us?

Thisis an ideal role if you are looking to deepen your HR admin experience in avisible and impactful setting. You will be part of a trusted team deliveringexcellent service, while being supported to grow your skills, confidence andcareer in NHS administration.

Thisis a summary only. The full Job Description and Person Specification areavailable via download.

Person Specification

Skills & behaviours

• Ability to prioritise workload, manage competing demands and meet fixed deadlines
• Strong attention to detail with high standards of accuracy in all written and digital work
• Able to communicate effectively in writing and in person with a wide range of staff and stakeholders
• Proven ability to work independently using initiative, while also contributing to a team
• Good interpersonal skills, professional and approachable in manner
• Committed to maintaining confidentiality, integrity and service quality
• Demonstrates a professional and courteous telephone manner when handling incoming calls
• Willingness to adapt, learn new systems and follow Standard Operating Procedures
• Confidence in minute-taking, document formatting or meeting preparation
• Ability to work in a fast-paced administrative environment supporting multiple stakeholders
• Experience supporting or covering shared telephone lines or switchboard duties

Qualifications

• GCSE (or equivalent) in English and Maths
• Willingness to attend relevant training courses, including IT, information governance and HR systems
• ECDL, CLAIT or basic IT qualification
• Evidence of continued personal or professional development

Experience

• Previous administrative/clerical experience in a busy office or professional service environment
• Experience of using Microsoft Office (particularly Word, Outlook and Excel) in a work setting
• Experience of maintaining trackers, records, or shared inboxes with attention to detail
• Demonstrable ability to deal with confidential information professionally and discreetly
• Experience working in HR, recruitment, payroll or NHS administrative services
• Experience of preparing paperwork for formal meetings, hearings or panels
• Experience using ESR, job description databases, or HR trackers

Additional Requirements

• Able to work flexibly if required for urgent activity
• Committed to upholding The Leeds Way values in daily practice