HR Administrator description and spec May12 V21

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HR Administrator description and spec May12 V21 Powered By Docstoc
					      Temporary Human Resources Administrator, (Maternity Cover) Head Office

Personal Specification:
    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

Job Specification:

    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

Other Information

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
short listing.

Only applicants who meet the criteria will be considered.

Crossroads is an equal opportunity employer.
                        LEAVE COVER)

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.


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.


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
       and issues.

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
       relevant documentation.

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
       procedures etc.

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
        all schemes.

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.

HRA V0.1
4 June 2012

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