job title: human resources administrator - … … · web viewmanage the protection of vulnerable...

JOB DESCRIPTION

JOB TITLE: HUMAN RESOURCES ADMINISTRATOR

DEPARTMENT / SERVICE: LINK GROUP / HUMAN RESOURCES

PURPOSE OF THE JOB

Reporting to the Resourcing Officer, you will be a pivotal member of the HR Shared Service Team, and will provide a comprehensive range of professional, effective and efficient HR administrative services and support to the Human Resources team as required.

MAIN AREAS OF RESPONSIBILITY / TASKS

Recruitment and Selection To provide comprehensive administrative support during recruitment and selection projects including (but not limited to):

To be responsible for the co-ordination of advertising campaigns and the preparation of shortlisting packs for interview panels

The co-ordination of interviews including dairy management and the preparation of interview and assessment packs

Sending correspondence to applicants throughout the selection process and updating the HR System (iTrent) accordingly

Ensuring compliance of the Pre-Employment Procedure including health screening, PVG/ Disclosure and verification of identification in line with any regulatory body requirements.

Learning and Development (including but not limited to) To co-ordinate training and development plans, including maintaining

accurate records for allocated subsidiaries. To co-ordinate Link’s mandatory training programme for allocated

subsidiaries. To organise and book courses, ad hoc training and other learning

events. On training days held at the Edinburgh Head Office, be responsible for

facilitating event arrangements in line with trainer requirements e.g. venue, catering, room layout and equipment.

General Administration Duties (including but not limited to) Manage the Protection of Vulnerable Group (PVG) Scheme/ Disclosure

Scotland Record Renewal Project ensuring the updates are processed and entered onto the HR System.

To be responsible for the maintenance of accurate absence management records and for the preparation and issue of monthly absence management letters and reports.

To support the HR Systems Officer in maintaining the HR Information System in accordance with our policy and procedures.

www.linkhousing.org.uk

Administer the Occupational Health Referral process and send correspondence accordingly

To provide supporting and ad-hoc payroll services when required, including the processing of invoices for payment.

Ensure employee records are updated both manually and electronically in line with the Data Protection Act 1998.

To provide support to the review of current HR processes and assist in the creation of documented procedures and templates.

Keep the company intranet (Linkipedia) up-to-date. To produce employee ID badges as required

GENERAL

To comply with the Health and Safety Policy, reporting any matters of concern to the Health and Safety Officer, Representatives or line manager.

To actively promote the Equality and Diversity Policy and practice in all aspects of the job role as it relates to colleagues, tenants, service users, contractors, consultants and external agencies.

To carry out other duties, within the scope of the job, and to meet the needs of the business.

RELATIONSHIPS

HR Business Partners HR Shared Services Partner Resourcing Officers HR Manager Learning & Development Team Line Managers External Agencies

ACCOUNTABILITY

The HR Administrator is accountable to the Resourcing Officer.

PERSON SPECIFICATION


KNOWLEDGE / EXPERIENCE & SKILLS

ESSENTIAL DESIRABLE METHOD OF ASSESSMENT

Qualified to SVQ level or equivalent in administration or working towards CIPD qualification.

√ Application Form

Proven experience in an administrative role (working in an office environment, filing, photocopying, scanning, drafting letters, running reports, answering queries over the telephone and in person).

√ Application Form and Interview

Experience of Microsoft Office system, Word, Excel, Outlook, and internet (knowledge, understanding and application of software packages with the ability to access systems and use them effectively within the office environment).

√Application Form and Interview

Experience of using electronic document management systems.


Excellent Organisational skills with flexibility to provide a proactive and responsive service.

√ Interview

Excellent time management skills.

√ Interview

Proven customer care skills. √ Interview

Strong team player (experience of working within a team environment to achieve common goals).

√ Interview


Experience of using an HR management system. (iTrent HR Management System currently in use).



COMPETENCY MANAGEMENT FRAMEWORK (ALL ESSENTIAL)ASSESSED AT INTERVIEW

COMMUNICATIONCommunicates ideas and information effectively, both verbally and in writing, ensuring messages are clear and understandable. Shares information openly and encourages a two way dialogue. Use appropriate language and style that is both relevant to the situation and to the people being addressed.

CUSTOMER CENTRED APPROACHPuts the person at the heart of the service and is able to understand both internal and external customers and service users’ needs. Recognises that customers and service users are unique. Takes personal responsibility for securing the satisfaction and well being of customers and service users. Shows perseverance and innovation in resolving problems. Encourages and maintains open, positive relationships with a wide range of people. Listens and communicates assertively to ensure mutual understanding.

INNOVATIONConstantly strives to evaluate, question and improve how things are done. Views improvement as a continuous process. Creatively explores and applies innovative approaches to improve the quality and delivery of services.

WORKING TOGETHERWillingness to participate and contribute effectively to the team effort. Will put own interests aside when appropriate to meet the needs of the team.LEADERSHIPThe ability to lead, inspire and encourage others to meet business objectives whilst providing a clear vision and sense of purpose in all activities. Actively participates and contribute towards Project Teams, Committees and other working groups. Is supportive of colleagues, including secondees, placements and new employees.

PERSONAL EFFECTIVENESSTakes personal responsibility for making things happen and achieving results. Presents ideas clearly and persuasively. Willing to take responsibility in challenging circumstances or when things go wrong. The ability to recognise and control own emotions and to respond to situations objectively, even when under pressure. The self-confidence and flexibility to adapt own response to suit the needs of the situation or to respond flexibly depending on the other persons approach.

PROBLEM SOLVING AND REASONINGThe ability to identify and resolve problems by gathering and analysing information from a range of sources, and make informed and effective decisions. Draws appropriate conclusions and considers the consequences of these decisions. Willingness to participate and contribute effectively to the team effort. Will put own interests aside when appropriate to meet the needs of the team.

INFORMATION SYSTEMSA functional understanding of Link’s core information communication technology – including Microsoft Office, File Stream systems and department I.T systems. Ability to access and use personal computer software for effective communication and the management of information. Has a basic knowledge of PCs, including keyboard skills and will take active steps to update personal computer literacy skills and to support others when required.


Data Protection Information Sheet

You have been asked to consent to Link processing your personal and sensitive data for legitimate purposes. This document will explain what this means.

What’s the difference between personal data and sensitive data?

Personal data is any information about an individual which could be used to identify them using the data, for example:

Name Address Date of Birth Employee Reference Number National Insurance

Sensitive data is any data which could be used in a discriminatory way, for example:

Racial or ethnic origin Political opinions Religious or similar beliefs Trade union membership Physical or mental health condition Sexual life Commission or alleged commission of offences

What is processing?

The term “processing” covers every action associated with data, including;

Obtaining Retrieving Altering Organising Sharing Deleting

In what circumstances might my personal or sensitive data be shared?

Legally, Link must share your details with Her Majesty’s Revenue and Customs, the Department of Work and Pensions and any relevant Regulatory Bodies. All staff members are auto-enrolled in the Link pension scheme and with Westfield Health.


A pre employment health check is conditional of your employment therefore you will be required to complete a pre employment medical questionnaire and send to our Occupational Health Providers.

If at some point during your employment you require an Occupational Health visit, Link will share details of your health as part of the referral.

Link will also use staff data for reporting purposes and providing statistical analysis, however in this instance information cannot be attributed to individual staff members

Link Group Limited is a registered society under the Co-operative and Community Benefit Societies Act 2014, Registered Number: 1481 R(S), Registered Office: Link House, 2c New Mart Road, Edinburgh, EH14 1RL. It is a Charity registered in Scotland, Charity Number: SC001026 and a Registered Social Landlord with the Scottish Housing Regulator, Registration Number:

HAL 148. © Link Group 2015.


job title: human resources administrator - … … · web viewmanage the protection of vulnerable...

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