HR Manager and Executive Assistant to the OD Job Description by Cappadona

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									                                                    HR Manager and Executive Assistant to the OD
Job Description

Job Title:            HR Manager & Executive Assistant to the Operations Director
Salary:               £22,000 to £25,000
Working Hours:        4 to 5 days a week
Location:             Oxford and some travel within the UK (a few days a year).
Start date:           February-March 2009
Apply by:             12/01/2009 midnight.
Interviews:           20/01/2009

Summary: A unique opportunity for a bright and organised individual to work at the heart of one of UK’s
leading social enterprise, running an ethical property management service based around strong social and
environmental principles. You will take responsibility for the recruitment process, inductions, training,
employee welfare, HR policy and employee management procedures. You will run our head office to good
standards including health & safety. Also acting as executive assistant to the operations director, you will be
involved in a number of projects including company strategy and governance, facilities management and
providing business support and networking services to tenants.



The Ethical PROPERTY Company

We are one of the UK's fastest growing social enterprises, running an ethical property management service
based around strong social and environmental principles.

The Ethical Property Company was set up in 1998 to purchase, develop and manage office and retail
premises for charities, social businesses, community groups and campaigns. Tenants benefit from serviced
accommodation offering reasonable rents, flexible tenancy terms and office space, facilities and services
designed to suit their needs. A range of communal facilities and services are provided, such as meeting and
training rooms, cleaning, telephones, Internet access and recycling. The company aims to maintain an
atmosphere of openness, co-operation and progressive development in all its properties and to encourage
tenants to participate in the design, management and specification of the accommodation.

The company raises funds through ethical investment and uses those funds to purchase property that it
develops into centres. The portfolio currently consists of 15 properties, in Brighton (1), Bristol (3), Edinburgh
(1), Leeds (1), London (4), Manchester (1), Oxford (1), Sheffield (1), and Belgium (2), housing over 200
organisations. The properties are managed on a regional basis with a local office in each region. There is a
Regional Manager based in each cluster as well as one property manager and / or a caretaker and/or a
receptionist. The head office in Oxford employs an administrative assistant, an executive assistant, a finance
assistant, a financial controller, a finance director, a managing director, an operations director and a property
operations manager. Some volunteers and/or temporary staff join us from time to time as well.


The Role

We are looking for an HR and Office Manager with the ability to handle multiple projects, to not only be the
main point of contact for all HR issues, manage the head office but to also act as the operations director
(OD)’s executive assistant.
          Reporting to the Operations Director, you will take responsibility for recruitment, inductions, training,
          employee welfare, employee development, HR policy and employee management procedures.
          You will support the OD both with her day-to-day administrative needs but also in preparing specific
          reports as issues arise. You will manage other types of projects, depending on your skills and interest.
          You will run our head office to good standards and be responsible for office facilities, purchasing
          office supplies, office layout and health & safety standards.
              The Ethical PROPERTY Company - The Old Music Hall, 106-108 Cowley Road, Oxford, OX4 1JE
                           Tel: 01865 207810 – Fax: 01865 207 828 – www.ethicalproperty.co.uk
Job Specification


As Human Resources Manager (50% of the time)

Recruitment
Owning and efficiently managing our recruitment processes, including maintaining job descriptions, placing
adverts, liaising with candidates, facilitating interviews and feedback, attending first interviews, completing
contracts, validating work permits or visas, following-up references and managing employment offers or
rejections. Carry out exit interviews, identifying trends and reporting these to the OD

Inductions
Managing the induction process of new employees. Including running effective general inductions, facilitating
departmental inductions and managing the probationary period process
Manage the relationship with the pension provider, managing staff education and enrolment on the scheme
and providing on-going support and information for staff

Records
Maintaining accurate sick leave and paid leave records. Providing guidance to Heads of Department and
employees on leave and absence policies. Running effective leave and absence management and monitoring
processes. Ensuring all employee personnel records are kept up-to-date and are securely and logically filed

Payroll
Liaising with our payroll provider and our Financial Controller to advise of payroll updates including joiners,
leavers, contract or salary changes, benefits, maternity/paternity pay and other adjustments

Training (with the OD)
Facilitating and booking all training activities according to departmental training plans. Co-ordinating internal
training programmes.

Employee Welfare (with the OD)
Leading first-rate employee relations and communications and supporting managers in improving employee
satisfaction and reducing stress in the workplace. Promoting and administrating our innovative benefits
schemes such as Childcare Vouchers and Cycle to Work

Employee Development (with the OD)
Taking responsibility for the timely and efficient execution of our appraisals process. Maintaining company role
structure, role grades and competency frameworks. Supporting Heads of Department in career development
processes and role change management.

Management procedures
Supporting and advising Heads of Department in disciplinary, grievance, capability, harassment and other
such procedures. Assist managers in the preparation and carrying-out of procedures. Ensure that all actions
and decisions reached are in line with good practice, regulations and law.


As Executive Assistant to the OD (30% of the time)
The Operations Director works 4 days a week and travels in our regions at least on a fortnightly basis. She
has to attend many meetings and works on a wide variety of projects in addition to managing the property
management department. You will provide support in terms of logistic but also in taking part in project
research and coordination. Your day to day will include:
        Organizing, attending and taking minutes at meetings.
        Organizing companywide events.
        Coordinating projects.
        Filtering / prioritizing calls.
        Conducting research, compiling reports.
        Drafting some communication materials.
        Various filing and administrative tasks.



           The Ethical PROPERTY Company - The Old Music Hall, 106-108 Cowley Road, Oxford, OX4 1JE
                        Tel: 01865 207810 – Fax: 01865 207 828 – www.ethicalproperty.co.uk
As Office Manager (20% of the time)

You will run our head office to good standards and be responsible for office facilities, purchasing office
supplies, office layout and health & safety standards. You will back up the administrative assistant in terms of
answering the phone or opening post and ensuring that the office is run smoothly and efficiently and that
facilities are fully secure and accessible. You will also maintain standards in Health and Safety, ensuring that
this policy is communicated, understood and carried out by all employees.


Person Specification

        Commitment to social and environmental issues
        Experience in a similar role
        Good working knowledge of current employment law
        Excellent Microsoft Office skills
        CIPD Qualification or equivalent or ability to train.
        Highly motivated, with an enthusiasm for how effective Human Resources and Office Management
        can enable staff to perform to their highest ability
        Ability to work on own initiative and manage a wide range of projects
        Ability to demonstrate the ability to prioritise work and to meet challenging deadliness while
        maintaining good service levels
        Meticulous attention to detail and a passion for efficient administration
        Ability to communicate clearly and effectively in person and in writing (producing concise, fluent and
        grammatically-correct written material)
        Excellent interpersonal and conflict resolution skills are essential
        A professional calm and mature manner, with a friendly and personable manner.

No agencies please.


Contractual details

Full time post 37.5 hours a week, Monday to Friday, 8h30-17h00 with one hour for lunch; possibility of taking
this down up to 30 hours by leaving the office earlier.

This is a permanent post with a 3 months probationary period.

The Ethical Property Company offers generous benefits, including a 25+ holiday entitlement in addition to
public holidays, a 6% employer pension contribution and a company bike.


To apply

Please download application form and equal opportunity monitoring form from our website
http://www.ethicalproperty.co.uk/site/en/page_401.html and email them to Lena Bull
lena@ethicalproperty.co.uk by midnight on 12/01/2009.

Interviews will take place on 20/01/2009 in Oxford.

If you would like to talk informally about the post or have any questions about the recruitment process please
ring Lena Bull on 01865 207810 or email lena@ethicalproperty.co.uk.




           The Ethical PROPERTY Company - The Old Music Hall, 106-108 Cowley Road, Oxford, OX4 1JE
                        Tel: 01865 207810 – Fax: 01865 207 828 – www.ethicalproperty.co.uk

								
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