Employee Relations Administrator

Job description

Job summary

"This vacancy is open to employees of Isle of Wight NHSTrust & Portsmouth Hospital University NHS Trust only"

NHS Band 3 Salary: £25,760 - £27,476 per annum

Hours per Week: 37.5 full time

Contract Type: Permanent

Location Base: Portsmouth Hospitals UniversityNHS Trust Corporate Hub, Block 4000, Lakeside North Harbour, Western Road,Cosham, Portsmouth, PO6 3EN

Are you an organised administrator looking to make ameaningful impact across two distinct NHS Trusts? We are recruiting an EmployeeRelations Administrator to support our Single Corporate Service, deliveringcomprehensive, high-quality support across both the Isle of Wight NHS Trust andPortsmouth Hospitals University NHS Trust.

Main duties of the job

Specific Core Functions

• Act as the first point of contact for all Employee Relationsqueries received through the Employee Relations inbox, providing timely,accurate and professional responses, escalating complex matters to theappropriate member of the Employee Relations team where required.
• Manage and monitor the Employee Relations inbox, ensuringqueries are triaged, allocated, tracked and responded to within agreed servicestandards, maintaining a high level of customer service for managers, staff andtrade union representatives.
• Maintain accurate records of Employee Relations cases,advice and correspondence within HR systems and databases, ensuring compliancewith data protection, information governance and record-keeping requirement.
• Produce regular and ad hoc Employee Relations reports,dashboards and management information, analysing trends relating to casework,sickness absence, disciplinary matters, grievance cases, dignity at workconcerns, and other Employee Relations activity to support decision-making.
• Maintain spreadsheets, trackers and reporting tools tosupport effective case management and service performance monitoring.

About us

Working as a partnership, both Isle of Wight NHS Trust andPortsmouth Hospitals University NHS Trust have a shared vision for excellencein care for our patients and communities; with a set of strategic aimsunderpinning how we will achieve this.

The single corporate service is delivered across bothorganisations. You may be based at either IWT or PHU and individuals may berequired to undertake business travel between sites. For leaders managing staffacross multi-site locations, you will need to be visible and provide in personleadership. The arrangements and frequency will be agreed locally.

The health and wellbeing of our staff is at the forefront ofeverything we do. We are proud to be able to offer our staff some fantasticbenefits including our on-site Nursery, access to our free Beach Hut for thoselong summer days, our on-site Wellness Centre including a gym and a swimmingpool, access to our fantastic staff networks including LGBTQ, Race Equality andDisAbility, and awards ceremonies to recognise your achievements. We believe wecan offer support to all of our staff when they need it the most.

We welcome the unique contributions that you can bring interms of your education, opinions, culture, ethnicity, race, sex, genderidentity and expression, nation of origin, age, languages spoken, veterans' status, colour, religion, disability, sexual orientation, and beliefs.

Job description

Job responsibilities

As the first point of contact for employee relationsenquiries, you will play a central role in triaging queries, coordinatingcasework, managing formal hearing arrangements, and maintaining accuraterecords to keep our people-focused service running seamlessly.

Key Responsibilities

First Line Support: Manage the EmployeeRelations shared inbox and phone lines. Respond to routine enquiries, provideinitial guidance on ER processes, and escalate complex issuesappropriately.

Casework & Hearing Coordination: Arrangeinvestigation meetings and formal hearings, manage complex diaries, book rooms,assemble electronic hearing packs, and liaise with staff, managers, and tradeunion representatives.

Formal Minute-Taking: Support complex HRinvestigations by taking precise minutes during meetings, agreeing drafts withsenior colleagues, and sharing finalized copies with witnesses.

Data Management & Reporting: Maintain ERtrackers, databases, and HR systems. Produce regular and ad hoc managementinformation reports on casework, sickness absence, and grievances to aidstrategic decision-making.

Policy & General Administration: Assist withupdating HR policies, forms, and procedures alongside routine administrativetasks (filing, correspondence, and record archiving).

For full job details and person specificationplease refer to enclosed Job description.

Job description
Job responsibilities

As the first point of contact for employee relationsenquiries, you will play a central role in triaging queries, coordinatingcasework, managing formal hearing arrangements, and maintaining accuraterecords to keep our people-focused service running seamlessly.

Key Responsibilities

First Line Support: Manage the EmployeeRelations shared inbox and phone lines. Respond to routine enquiries, provideinitial guidance on ER processes, and escalate complex issuesappropriately.

Casework & Hearing Coordination: Arrangeinvestigation meetings and formal hearings, manage complex diaries, book rooms,assemble electronic hearing packs, and liaise with staff, managers, and tradeunion representatives.

Formal Minute-Taking: Support complex HRinvestigations by taking precise minutes during meetings, agreeing drafts withsenior colleagues, and sharing finalized copies with witnesses.

Data Management & Reporting: Maintain ERtrackers, databases, and HR systems. Produce regular and ad hoc managementinformation reports on casework, sickness absence, and grievances to aidstrategic decision-making.

Policy & General Administration: Assist withupdating HR policies, forms, and procedures alongside routine administrativetasks (filing, correspondence, and record archiving).

For full job details and person specificationplease refer to enclosed Job description.

Person Specification

Qualifications

Essential

• NVQ Level 3 in Business Admin, Human Resources, Customer Service, or equivalent experience.
• Good standard of general education, including GCSE (or equivalent) English and Mathematics.

Desirable

• CIPD Foundation Certificate, or a willingness to work towards it.

Experience

Essential

• Proven experience in an administrative or customer-focused role, ideally within Human Resources, Employee Relations, the NHS, or another large, complex organisation.
• Demonstrated experience managing shared inboxes, diary management, organising meetings, and taking accurate formal minutes.
• Experience maintaining accurate records, handling highly confidential/sensitive data, and producing management information, dashboards, or spreadsheets.
• Hands-on experience using HR Information Systems (such as ESR, Allocate, Trac, or equivalent).

Desirable

• Experience of working within Human Resources or Employee Relations.
• Experience of using HR Information Systems (ESR, Allocate, Trac or equivalent).
• Experience of producing management information, dashboards or workforce reports.
• Experience of working within the NHS or another large complex organisation.

Skills and Knowledge

Essential

• Advanced proficiency in Microsoft Office applications (Word, Excel, Outlook, Teams), with competence in Excel for tracker maintenance and reporting.
• Exceptional verbal and written communication skills, with an ability to interact sensitively, professionally, and tactfully with diverse stakeholders.
• Excellent organizational skills, precision, and high attention to detail, with the ability to work independently, prioritize competing demands, and meet tight deadlines.
• Solid understanding of data protection, confidentiality, information governance requirements, and structured record management.
• Knowledge of Employee Relations processes, procedures, NHS Terms and Conditions, and workforce metrics (or the ability to quickly develop this knowledge).

Desirable

• Knowledge of NHS Terms and Conditions, HR policies and Employee Relations procedures.
• Knowledge of workforce metrics and reporting requirements.

Person Specification
Qualifications

Essential

• NVQ Level 3 in Business Admin, Human Resources, Customer Service, or equivalent experience.
• Good standard of general education, including GCSE (or equivalent) English and Mathematics.

Desirable

• CIPD Foundation Certificate, or a willingness to work towards it.

Experience

Essential

• Proven experience in an administrative or customer-focused role, ideally within Human Resources, Employee Relations, the NHS, or another large, complex organisation.
• Demonstrated experience managing shared inboxes, diary management, organising meetings, and taking accurate formal minutes.
• Experience maintaining accurate records, handling highly confidential/sensitive data, and producing management information, dashboards, or spreadsheets.
• Hands-on experience using HR Information Systems (such as ESR, Allocate, Trac, or equivalent).

Desirable

• Experience of working within Human Resources or Employee Relations.
• Experience of using HR Information Systems (ESR, Allocate, Trac or equivalent).
• Experience of producing management information, dashboards or workforce reports.
• Experience of working within the NHS or another large complex organisation.

Skills and Knowledge

Essential

• Advanced proficiency in Microsoft Office applications (Word, Excel, Outlook, Teams), with competence in Excel for tracker maintenance and reporting.
• Exceptional verbal and written communication skills, with an ability to interact sensitively, professionally, and tactfully with diverse stakeholders.
• Excellent organizational skills, precision, and high attention to detail, with the ability to work independently, prioritize competing demands, and meet tight deadlines.
• Solid understanding of data protection, confidentiality, information governance requirements, and structured record management.
• Knowledge of Employee Relations processes, procedures, NHS Terms and Conditions, and workforce metrics (or the ability to quickly develop this knowledge).

Desirable

• Knowledge of NHS Terms and Conditions, HR policies and Employee Relations procedures.
• Knowledge of workforce metrics and reporting requirements.

Employer details

Employer name

Isle of Wight NHS Trust
Address

Portsmouth Hospitals University NHS Trust Corporate Hub

Block 4000, Lakeside North Harbour, Western Road

Cosham

Portsmouth

Hampshire

PO6 3EN

United Kingdom

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