HR assistant

Band 3 · Human resources officer · 229 job evaluation points

Provides accurate administrative support across the employment life cycle, working to set procedures and service standards with an HR officer or adviser close by.

Responsibilities

Prepare contracts, offer letters, and variation letters from standard templates.
Enter starters, changes, and leavers in the HR and payroll system before payroll deadlines.
Answer routine questions from staff and managers by phone, email, and the HR helpdesk.
Take notes at formal meetings, such as attendance and grievance meetings, and keep case files in order.
Keep personal files and records confidential, accurate, and in line with retention rules.

Skills

Skill	Expected level	What this level means
HR administrationThis reference	Working (2)	You can: prepare contracts, variation letters, and employment checks accurately process changes in the HR and payroll system against deadlines answer routine questions from managers and staff about HR processes
Employment law and people policyThis reference	Awareness (1)	You can: explain the main people policies and where to find them recognise when a question needs advice from an HR adviser
Employee relations caseworkThis reference	Awareness (1)	You can: explain the main stages of conduct, capability, grievance, and attendance procedures take accurate notes at formal meetings and keep case records confidential
Workforce information and HR systemsThis reference	Awareness (1)	You can: enter workforce data accurately in the HR system explain why workforce data must be accurate and kept confidential
Information governance and data protectionThis reference	Working (2)	You can: apply data protection principles to your work contribute to data protection impact assessments handle information requests and records correctly
Communicating informationUK GDaD PCF	Awareness (1)	You can: listen to the needs of design and business stakeholders and interpret information take part in discussions within a multidisciplinary team
Equality, diversity, and inclusionThis reference	Awareness (1)	You can: treat colleagues, patients, and the public with dignity and respect follow equality and inclusion policies

Typical qualifications and experience

A level 2 or 3 qualification, a business administration apprenticeship, or equivalent experience.
Experience of accurate administrative work with confidential information.

Band 3 outline

Knowledge: Knowledge of a range of procedures, some non-routine; typically a level 3 qualification or equivalent experience.
Autonomy: Works within procedures; decides how to organise own work; refers problems upward.
Scope: Own work and some tasks for the wider team.
Leadership: May allocate routine work or train others in procedures.
Accountability: Accuracy of own work and of records kept.

Job evaluation (illustrative)

Factor	Level	Level summary	Points
Communication and relationship skills	3	Gives routine information needing tact or persuasion, or complex or sensitive information, or straightforward training to groups.	21
Knowledge, training, and experience	3	A range of procedures, some non-routine, needing base-level theory (for example a level 3 qualification or equivalent experience).	60
Analytical and judgemental skills	2	Judgements on facts or situations, some needing analysis.	15
Planning and organisational skills	2	Plans straightforward tasks or activities, some ongoing.	15
Physical skills	3	Developed skills needing speed or accuracy, such as advanced keyboard use.	27
Responsibility for patient and client care	1	Helps patients, clients, or relatives during incidental contact.	4
Responsibility for policy and service development	1	Follows policies set by others; may comment on changes.	5
Responsibility for financial and physical resources	1	Takes personal care of equipment and resources used in own work.	5
Responsibility for people	2	Supervises or coordinates staff day to day, trains others regularly, or gives basic HR advice.	12
Responsibility for information resources	3	Takes formal minutes, regularly writes reports or queries, or maintains information systems as a significant duty.	16
Responsibility for research and development	1	Carries out surveys or audits for own work; occasionally takes part in research or testing.	5
Freedom to act	2	Follows standard procedures and precedent; someone is usually available to ask; work may be checked.	12
Physical effort	2	Frequent sitting or standing in a restricted position, or occasional light to moderate effort.	7
Mental effort	2	Frequent concentration on predictable work, or occasional concentration on unpredictable work.	7
Emotional effort	2	Occasional exposure, or frequent indirect exposure, to distressing circumstances.	11
Working conditions	2	Occasional unpleasant conditions, frequent travel or outdoor work, or near-continuous screen use on most days.	7
Total (Band 3: 216 to 270)			229

People is level 2 because the job gives basic HR information and advice to staff and managers; emotional effort is level 2 for indirect exposure to distressing case material when taking notes and filing case records.