Temporary Human Resources Administrator, (Maternity Cover) Head Office
Methodical with excellent attention to detail and accuracy
Outmost integrity and trust, including working in strictest confidence at all times,
including dealing with highly confidential information
Work effectively under pressure to deliver to deadlines, demonstrating a professional
can do attitude
Excellent communication (both verbal and written) and organisational skills
An ability to build effective relationships with line managers and employees at all
levels of the organisation
Ability to work as part of a team and also to work on own initiative/unsupervised
4 GCSE’s grade C or above, or equivalent, to include GCSE Maths & English C or
above, or equivalent
Minimum of 1 years experience in HR administration to include comprehensive
recruitment administration experience OR CIPD Level 3 Certificate in H.R Practice
plus minimum of 1 years experience of working in administration in a busy office
environment including data entry
Demonstrable understanding of HR policies, procedures and processes
Experienced and highly proficient in relevant IT packages including Microsoft Office
e.g. outlook/word/excel and database(s)
Experience handling mail and telephone enquires
Experience, particularly HR experience, in the health and social care sector
Knowledge of current employment law
Knowledge of domiciliary care in the community
IT qualification such as ECDL, CLAIT or equivalent qualification
CIPD Level 3 Certificate in CIPD HR Practice
Shortlisting and interviewing experience
Full driving licence, use of car, up-to-date business use insurance, tax and MOT (if
Finance administration experience
The vacancy is available from late September 2012 – 31st July 2013 to cover maternity leave.
The post may be extended for a further period, subject to approval.
If a large pool of applicants is received Crossroads will apply desirable criteria for
Only applicants who meet the criteria will be considered.
Crossroads is an equal opportunity employer.
CROSSROADS CARING FOR CARERS (NI) LIMITED
HUMAN RESOURCES ADMINISTRATOR (TEMPORARY MATERNITY
1. Title Temporary Human Resources Administrator
1.1 Employed by Crossroads Caring for Carers (NI) Limited
1.2 Salary £17,852.93 per annum
1.3 Accountable to Human Resources Assistant
1.4 Responsible to Human Resources Manager
1.5 Responsible for N/A
1.6 Hours of work 35 per week (9am – 5 pm, 1 hour unpaid lunch break)
1.7 Principle Location Head Office, 7 Regent Street, Newtownards, BT23 4AB or
any other location (within reason) to which the job holder
may be relocated.
OVERALL PURPOSE OF POST
2.1 To work closely with and under the direction of the HR Manager and HR Assistant,
providing all areas of administrative support to the Human Resources Department to
ensure a high quality HR service is delivered to the organisation, primarily
responsible for the recruitment administration and vetting of staff.
2.2 To provide administrative support for Head Office, including being the first point of
2.3 To provide some administrative support to the Finance Function.
PRINCIPAL DUTIES AND RESPONSIBILITIES
3.1 Advertise vacancies through the local job centre and organise advertising on-line,
management of the email in-box and respond in a timely manner and support HR
Assistant with placing advertisements in the press and issuing internal trawls.
3.2 Making up of application packs, send out packs and conduct the recording and
tracking of enquiries and job applications as appropriate on the HR system, including
inputting monitoring information.
3.3 Prepare recruitment files and documentation for shortlisting.
3.4 Organise job interviews and documentation and ongoing candidate contact/liaising
including dealing with queries, liaise with managers and be part of interview panel
for care attendant positions.
3.5 Issue provisional offers of employment in a timely manner and follow up as required.
3.6 Review documents submitted by applicants, identify HR/recruitment issues and draw
to the attention of the HR Assistant and HR Manager for advice and/or their action.
3.7 Complete pre-employment checks in as timely a manner as possible including
AccessNI checks and reference requests, including detailed monitoring of the process
and data input to ensure tracking.
3.8 Produce periodic reports to HR Assistant and/or HR Manager on recruitment activity
3.9 Liaise with Training Manager and organise inductions, issue invites, prepare relevant
documentation and monitor responses/acceptances and complete paperwork once
Induction and Moving and Handling (where required) courses completed.
3.10 Make up ID badges for new and existing members of staff as and when required/after
new staff induction training.
3.11 Complete starter documentation and records and notify managers when a new start
has successfully completed the recruitment process and provide managers with
3.12 Make up personnel files for new starts and ensure that all documentation is present
and completed, also filing relevant information in personnel files having received
such information from managers/payroll/HR Manager.
3.13 Provide routine HR advice and information to care staff and managers and escalate to
HR Assistant and HR Manager as necessary.
3.14 Administration of probationary procedure/processes.
3.15 Process changes to contracts.
3.16 General inputting and maintenance of the HR systems.
3.17 Assist with updates to the Policies and Procedures Handbooks under the direction of
the HR Assistant and HR Manager and ensure version control in place and soft copy
records updated and available to managers.
3.18 Close communication and liaising with HR Assistant on own workload and
integration of recruitment workloads to ensure timely delivery of recruitment rounds
(recruitment tasks within a recruitment round/competition may be shared between the
HR Assistant and the HR Administrator).
3.19 Photocopying, collating and distribution of documentation in a timely manner
ensuring accuracy at all times, e.g. internal trawls, appraisal documentation, new
3.20 Taking minutes at HR meetings as required, e.g. investigation and disciplinary
meetings and typing up and issuing of letters and reports in association with the HR
3.21 Assist HR Assistant and HR Manager with ad hoc HR related projects as required.
3.22 Opening, recording, distribution, franking and taking mail to Post Office on a daily
3.23 Reception duties including answering telephone, Intercom, checking and distributing
e-mails on a daily basis and ensure completion of movement charts for office staff.
3.24 Maintaining, ordering and controlling stock of stationary and domestic supplies for
3.25 Providing refreshments/lunch for visitors to Head Office as required.
3.26 Sending out and recording details of service user agreements and standing order
mandates for new private clients as required, process information and pass to Finance
Officer and Office Manager as required.
3.27 Liaising with relevant managers and send monthly reminder letters for outstanding
payments, produce reports of debtors for monthly invoice meetings and pass to
Finance Officer for action as necessary.
3.28 Monthly input of mobile phone bills in preparation for payroll.
3.29 Writing cheques, remittance advices for invoice payments on a monthly basis and
pass to CEO for authorisation.
This job description and the tasks identified are not exhaustive and will be subject to review
in light of the changing circumstances. It is not intended to be rigid and inflexible, but should
be regarded as providing guidelines within which the individual works. Other duties of a
similar nature and appropriate to the grade may be assigned; this may involve working in a
different scheme/ office.
4 June 2012