"ROYAL BOROUGH OF KINGSTON UPON THAMES"
ROYAL BOROUGH OF KINGSTON UPON THAMES ROLE PROFILE Department: Job Title: Grade: HR Shared Service HR Support Officer C/E Post Number: RELATIONSHIPS 1 RESPONSIBLE TO: 2 MANAGEMENT RESPONSIBILITY Team Leader, HR Support FOR: None 3 IMPORTANT INTERNAL RELATIONSHIPS Colleagues within HR, particularly front line services, the Learning and Development team and Occupational Health, Safety and Welfare Colleagues from teams across Kingston and Richmond Councils 4 IMPORTANT EXTERNAL RELATIONSHIPS Contractors and partner organisations Department of Health and other governmental/regulatory bodies Colleges and independent training providers Medical consultants and general practitioners Candidates for employment MAIN PURPOSE OF JOB To provide a co-ordinated and consistent support service for the effective delivery of the HR Shared Service including administrative support for Learning and Development and Occupational Health, Safety and Welfare. Prepared by: …………………………………Agreed by: ………………………………. Signature Date: ..........................................Signature Date: ……………………… MAIN RESPONSIBILITIES/DUTIES OF JOB Communications Communicates clearly and appropriately with colleagues Provides initial advice on all aspects of learning and development, directing contacts to the most appropriate area, if applicable HR Administration Supports HR managers with the preparation of agendas for meetings and the recording of action points Supports the organisation and administration of employee benefit schemes and related activities Supports the organisation and recording of HR-related activities including selection interviews, discipline and grievance hearings, and appeals. Maintains a wide range of documentation and information relating to HR-related projects and activities, ensuring that correspondence and documentation is distributed accurately, filed securely and retrieved easily, using electronic systems as far as possible Maintains, develops and promotes the use of the HR Team Site as a central portal for information sharing, document management and project working Ensures that the HR office runs as effectively as possible including liaising with facilities, dealing with post and maintaining stationary/office supplies. Learning & Development Organises meetings, workshops, training sessions and other events as required Liaises with members of the Learning and Development team to ensure that all learning and development events and activities are effectively organised Uses the appropriate systems and technology to log and maintain information on all aspects of training provisions and delegate bookings Develops and maintains effective systems of filing and information retrieval Provides management information and reports on training activity Collates, analyses and presents information for evaluation purposes Prepares and publicises information on training events and learning resources Prepares, collates and distributes information for delegates prior to development events Collates and prepares training materials and delegate information packs Occupational Health and Safety Provides effective administrative support to the Occupational Health, Safety and Welfare team including medical consultants Provides an effective reception and first line response for the team including responding to telephone calls and emails and managing appointments Maintains information systems, medical records, patient notes and case files, ensuring these are handled within current legislation and that confidentiality is maintained at all times Supports the Health & Safety Committee including the production of the agenda, recording and distribution of minutes and taking any appropriate follow up action Processes requests for access to employees’ own medical records and generates confidential letters and other correspondence Orders medical supplies and stationery and ensures that medical equipment is serviced at appropriate intervals. Requests and chases consultants and general practitioners for medical reports requested by the Occupational Health Doctors. Finance Using the appropriate system, deals with all financial aspects of learning and development and HR, such as issuing purchase orders and processing invoices Ensures that all financial transactions are appropriately categorised and coded ICT Inputs, updates, extracts and analyses data relevant to HR activities using relevant ICT systems Prepares, edits, formats and prints documents using MS Office applications General Develops, updates and acts on own personal development plan, and is ready to share learning with others Provides support and shares knowledge with colleagues in HR Operations and provides cover as required Works in accordance with the Equal Opportunities and Health & Safety, relevant policies and legislation Any other duties commensurate with the grade of the post, as may be required from time to time. Progression Scheme This post has been graded C/E to allow for: The appointment of inexperienced individuals to encourage the development of knowledge and skills across the range of administrative support activities Rewarding staff who gain further experience and develop in-depth knowledge and skills Maintaining motivation and aiding staff retention Allowing for flexibility in resource planning Appointment and progression through the scheme will depend on an individual meeting the criteria as set out below, as determined through the performance appraisal process. It will also be necessary to take into account the need to maintain an appropriate balance of staff across the grades within the HR Consultant pool. Criteria to be met before progressing to Grade D: Works effectively with other members of the team Displays competence in relevant technology and systems Has a broad understanding of the services provided by the directorate Has developed a good technical knowledge of specific services and processes Provides general advice across a range of HR/L&D/ Occupational Health and Safety activities Criteria to be met before progressing to Grade E: Consistently achieves performance objectives Displays a continued commitment to own personal development and learning Coaches, supports and shares knowledge with others Delivers a high standard of service to internal and external customers and colleagues Demonstrates a positive attitude and approach to work Works effectively with other members of the team Contributes to Administrative Service process improvements Displays a high level of skill in relevant technology and systems Has the technical knowledge to provide a high level of support to professional staff in a specific service whilst maintaining a broad understanding of other areas and processes. Provides more in depth advice on particular aspects of HR/L&D/Occupational Health and Safety Supports the team leader with the supervision and development of staff at grade C&D ROYAL BOROUGH OF KINGSTON UPON THAMES - an equal opportunities employer PERSON SPECIFICATION Job Title: HR Support Officer This person specification reflects the entry requirements for this post and should be read in conjunction with the career progression scheme which shows further criteria required at each grading level Post No: Grade: C/E Qualifications: Experience: Ability to: Partnering for Excellence Builds strong working relationships with people outside of the team Putting the Customer First Seeks to understand the needs and expectations of internal and external customers Being the Best Demonstrate a positive attitude and approach to work Is flexible and adaptable to changing goals, priorities and circumstances Manages time and prioritises work to maximise productivity and effectiveness Effective Communications Present a positive and professional image when communicating Working together Contributes to a positive team spirit and healthy working environment Appreciates the demands on team colleagues and willingly provides them with support Demonstrates integrity, fairness and a high level of respect for others Using Technology Uses proficient IT skills including Microsoft Office applications Willingly learns new systems and applies them effectively Knowledge of: The role and purpose of HR/OD within a local authority The external influences on the organisation and how they relate to the role