Job Title: HR Business Support Manager
Reporting To: Head of HR Business Services Department(s)/Location: Human Resources (HQ) Job Reference number (coded):
1. JOB PURPOSE
To lead and develop the HR Business Support Function to ensure that HR processes are developed and delivered in an effective manner to meet the needs of the
organisation
To manage the effective operation of the HR Business Support function by
developing end to end employee lifecycle processes which meet the needs of the organisation from initial recruitment to termination of employment.
2. ORGANISATIONAL POSITION Head of HR Business Services HR Business Support Manager (This Post)
Senior Hr Business Support Advisor (2 WTE)
HR Business Support Advisor (5 WTE)
HR Business Support Assistant (2 WTE)
HR Services Specialist Advisor (Payroll)
3. SCOPE & RANGE
Number of NHS 24 staff: Approximately 1,500 (headcount) Support: Provide support to approx 1500 users of the
HR Business Support Function Sites Role provides support over 4 main
geographical sites, 7 local centres and 7 remote centres.
Budget: Authorised signatory for the HR Business Support Budget.
The role will entail developing key client relationships with senior managers and employee groups in order that all Directorates are supported in ensure delivery of an effective HR Business Support Function.
4. MAIN DUTIES/RESPONSIBILITIES
HR Business Support Function Management
To manage the delivery of the end to end employee life cycle processes including contracts of employment, starter forms, termination paperwork and variations to contracts following agreed internal processes.
The post holder will be responsible for the development of core HR Shared Services processes covering recruitment and HR Business services. To act as an escalation point for general HR and Recruitment advice, guidance and support to all managers and employees on HR queries , relating to the interpretation of HR policies and procedures, terms and conditions and employment issues e.g. Annual leave, special leave,
flexible working, absence management and Agenda for Change terms and conditions.
Responsible for the delivery of required resources as identified in the workforce plan and provide regular reports on the progress of recruitment campaigns to various groups including the Operational Workforce Planning Group.
The post holder will oversee the recruitment process, acting as an escalation point for managers requiring specialist advice on legislation. The post holder will oversee the effective coordination of a range of
recruitment and selection processes.
Authorised signatory for Disclosure Scotland applications.
The post holder will be responsible for overseeing the management of temporary agency workers in line with the Agency Workers Regulations
(2010), through out the organisation, ensuring that the Procurement Scotland Framework for the supply of temporary workers is utilised in the most effective manner possible. Where appropriate the post holder will be expected to escalate issue with this framework to Procurement Scotland. The post holder will have line management responsibility for the HR
Business Support Function.
To represent the HR Service in national groups to ensure appropriate actions are fed back to the team for implementation.
To support the Head of HR Business Services in the Delivery of the organisational governance agenda, producing updates and papers for review by the Board, Area Partnership Forum and Staff Governance Committee.
The post holder will be responsible for the HR Data management process in line with data protection and NHS Records Management Policy.
Policy and Service Development
The post holder will be required to interpret employment legislation, PIN Policy and national guidelines to develop HR policies for the organisation. Manage and coordinate the HR Policy and Procedure process, including
arranging and co-ordinating the Partnership Polices Review Group comments and meetings to ensure all HR Policies and Procedures are submitted to the various approval Committees on time and in the correct format.
To ensure that all HR initiatives meet with all relevant organisational and statutory policies, such as PIN policy, Health and Safety, Equality, and Employment Legislation, also in compliance with Staff Governance and other audit standards.
The post holder will be responsible for the deliver of specialist training to line managers in relation to the HR Business Support Function.
Participate as an active member of organisation wide planning groups to provide specialist HR input i.e. Induction Intake Tracker Meeting.
The post holder will assist the HR Information and Systems Manager in the implementation and delivery of the National HR Workforce Management System.
Financial Responsibilities
The post holder will be an authorised signatory for the HR Business Support Budget.
The post holder will have responsibility for the verification and sign off of agency timesheets and invoices.
Reporting
Responsible for the management of annual audits that support the
and Diversity report and Equal pay audit.
To produce ad hoc reports as and when required. For example in response to Freedom of Information requests.
The post holder will be responsible for capturing accurate HR Management Information to ensure timeous reporting to the ETM and Governance
Committees.
The postholder will be required to undertake any other reasonable duties as directed by the Head of HR Business Services or other senior HR personnel.
5. SYSTEMS & EQUIPMENT
This post holder manages the Human Resources Business Support function and this involves extensive use of IT systems.
This role requires the use of a PC and the following systems Microsoft Office Suite – Word, Excel, PowerPoint, Outlook HR Workforce Management System.
Internet
E-KSF (Management of KSF frameworks and outlines)
Display screen equipment (DSE) user 80% if entire working time
6. DECISIONS & JUDGEMENTS
The post holder will be required to interpret national guidance such as PIN policy, and employment legislation to develop new NHS 24 HR policies and procedures. Working within HR policies and procedures, national terms and conditions of employment and national legislation, the post holder is expected to work
autonomously taking advice when required from the Head of Business Services. The post holder is expected to identify, develop and implement revisions to HR Business Support processes which will improve the level of customer services. The post holder uses professional and specialist HR knowledge to provide complex information so it is understood, sometimes to large groups. For example, induction groups.
The post holder is required to prioritise their own and teams work effectively in a busy and often pressurised environment and to only escalate issues when appropriate.
Review with the Head of Service is on a monthly basis as appropriate. Formal progress is reviewed six-monthly against agreed objectives through the performance management system.
7. COMMUNICATIONS & RELATIONSHIPS Internal Communications and Relationships
Human Resources Directorate staff – All HR Staff - HR Senior Team- to ensure the HR Business Support Function is aligned to the overall directorate and organisational plans.
HR Workforce Planning and Development Team, to ensure delivery of timeous workforce resources.
Learning and Development function- to co-ordinate workforce development activities.
Directors and Senior Managers to communicate complex issues relating to their teams. e.g. the employment rights or Agency Workers or Bank Workers.
NHS 24 Executive Team and Board – prepare reports on activity and provide plans and papers for approval.
Staff side colleagues to ensure that work is carried out in partnership, e.g. Work on the Facilities Time reporting process or Partnership Policy Review Group Management.
Staff Governance Committee – prepare reports; provide plans and papers for approval.
External Communications and Relationships External Payroll provider
Benchmarking organisations – to request statistical data
Other HR Business Support Teams across NHS Scotland and the private sector – to discuss development plans and best practice.
External Audit
CIPD for professional advice on HR Policies and Procedures.
External HR departments for research on HR self serve intranet sites
The Scottish Government Health and Social Care Directorate and national bodies such as STAC, MSG or SWAG on the interpretation of terms and conditions. Employee Assistance Programme Provider
Recruitment Agencies to ensure adequate staffing resource and compliance with Agency Worker Regulations
Disclosure Scotland as an authorised signatory for the organisation, ensuring compliance with the Disclosure Scotland Code of Practice.
Procurement Scotland to provide feedback on the Procurement Scotland Agreement for the supply of Temporary Workers.
The Central Legal Office (CLO), for employment law advice.
8. PHYSICAL DEMANDS OF THE JOB Physical
This is a national role and therefore involves travelling between the different sites on a regular basis for meetings and interaction with other colleagues.
This role will necessitate lengthy periods of time spend working at a PC. Mental
Intensive concentration and in depth attention for statistical reporting and high level meetings, all used to influence decisions.
Working under pressure and balancing multiple demands in complex changing environments.
The post holder will experience frequent interruptions of their daily work in the form of queries from team members and stakeholders that require immediate attention.
9. MOST CHALLENGING/DIFFICULT PARTS OF THE JOB
Balancing long term strategic planning for the organisation with the short term
operational management role, to ensure a comprehensive HR services are delivered Being able to work on own initiative and having to prioritise workloads because of
unforeseen and non-routine matters arising from internal and external service users, requiring a higher priority.
Communicating decisions or rationale regarding a complex and diverse range of HR issues that comply with NHS 24 HR Policy and Procedures, Agenda for Change Terms and Conditions, PINI Policy and relevant employment legislation.
Dealing with issues of a contentious and sensitive nature, resulting in an
emotionally charged and challenging situation/atmosphere. For example having to pacify a member of staff who has approached their HR department querying an unsuccessful application for leave, or a candidate that has been declined for a role following pre-employment checks.
10. KNOWLEDGE, TRAINING & EXPERIENCE REQUIRED TO DO THE JOB The post holder will be educated to degree level with a post graduate
qualification in Human Resource Management and hold membership to the CIPD.
The post holder will have managerial experience.
The post holder will have experience working within an end to end
HR.
Experience working and delivering to range of stakeholders both internally and externally.
The post holder will have extensive knowledge of Agenda for Change Terms and Conditions.
Ability to persuade and communicate at all levels of the organisation. Able to think and interact strategically and innovatively while exercising
sound judgement.
Proven project management experience, with the ability to deliver on time. The post holder will be IT literate with experience using an HR System or
Database to support delivery within a Shared Service environment. Experience of designing, developing and delivering training.
11. JOB DESCRIPTION AGREEMENT
A separate job description will need to be signed off by each jobholder to whom the job description applies.
Job Holder’s Signature:
Head of Department Signature:
Date: Date:
