Job Description - MOLA



Job Description

|Job Title: |Team Administrator |

|Department: |MOLA HR |

|Salary: | MOLA Pay Band 2.3 (Starting range 2014 £21.5k to £23.5k) |

|Other Benefits: |Pension Scheme with Life Insurance, Healthcare Cash Plan; Cycle to Work Scheme; |

| |Childcare Vouchers; Annual season ticket interest-free loan |

|Hours: |37 -40 hours per week. Basic week = 37 hours. |

| |Flexibility with working hours will be required |

|Location: |The post is based at Mortimer Wheeler House; flexibility with regard to travel will be |

| |necessary including occasional visits to MOLA Northampton. |

|Duration: |Temporary / Permanent depending on applicant |

|Responsible to: |HR Manager (line management), Head of Field (Fieldwork deployments) |

|Responsible for: |Volunteers and staff placements as required |

|Overall Job Purpose: |The primary purpose of this role is to support liaison between the field and management|

| |teams and to create and maintain deployment and HR records. |

| | |

| |To be the prime administrative liaison person for the Field Team: |

| |In liaison with the Head of Field, assign and communicate archaeologist project |

| |assignments based on the Field Team Plan |

| |Collect and maintain absence records for Field Team Staff |

| |Support the Field Team to get resolution to HR queries |

| |Collate and distribute relevant project documentation to archaeologists |

| |Assist the Project Officers to maintain Field Team probation, assessment and training |

| |records |

| |Support the HR Manager to deliver Field Team recruitment activities and new starter |

| |documentation |

| | |

| |To support the HR Manager with other HR administration tasks as needed |

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| | |

| | |

| |This is a key role in developing communication between the mobile Field Team and the |

| |office based staff of MOLA. |

|Key Result areas: |Deployment and Field Team Support |

| | |

| |Communicate to all archaeologists their project / training assignments for the |

| |following week by 3pm on the preceding Friday and distribute all relevant information |

| |to join new sites on first deployment. This will involve a combination of phone calls,|

| |texts, emails and face-to-face discussions as appropriate to different team members |

| |Maintain a map showing the London base addresses of all members of the Field Team to |

| |support deployment decisions |

| |Help to collate and send out site maps, organise travel and accommodation if needed for|

| |team members |

| |Maintain the Field Team plan in the absence of the Head of Field |

| |Support the Head of Field in ensuring that the team provides an efficient and helpful |

| |internal service to Project Managers; |

| |Be the “go to” contact for field staff for all issues relating to the HR system – |

| |provide training and support in system use |

| |Recruitment |

| |Maintain the bank list of field staff to support future recruitment. Maintain regular |

| |communication with the bank members |

| |Issue templated offer letters under instruction from senior managers |

| |Organise induction packs and paperwork for new starters |

| |Coordinate the sourcing and distribution of staff passes |

| | |

| |Record Keeping / Other administrative duties |

| |Keep all personnel records in complete confidence and do not divulge data to anyone |

| |other than authorised MOLA staff |

| |Maintain absence and personal details changes on a daily basis and complete monthly |

| |checks of consistency between timesheet and HR absence records |

| |Ensure timely and accurate completion of Field Team timesheets and correct any |

| |compliance issues prior to submission to the Finance Team |

| |Maintain training records for the Field Team |

| |Work with the HR Manager to check the monthly payroll changes report before |

| |implementation |

| |Collate and format CVs for tenders as required |

| |Maintain HR filing systems |

| |Provide back-up support for Reception when required |

| |Health and Safety |

| | |

| |To work in accordance with the requirements of the MOLA Health & Safety Policy |

|Special Circumstances: |Significant keyboard / VDU time |

NB This job description should not be taken as an exhaustive description of the role and is, rather, indicative of the types of responsibility covered by this job. Post holders will be required to carry out such other work as is required by MOLA as long as this is reasonable and commensurate with the nature of the post held.

Last updated: May 2014

Person Specification

|Requirements |Essential |Desirable |Assessment |

|Qualifications |Minimum of 2 years’ experience in a responsible administration role |Introductory HR qualification or willing ness to study|AF |

| |Educated to at least A level standard |for one | |

| | | | |

| | | | |

|Experience & Knowledge |Minimum of 2 years’ experience in a responsible administration role |Experience of dealing with confidential records |AF/ Test/ Interview |

| |Competent user of Outlook, Excel and Word |An interest in archaeology | |

| |Experience in working in a commercial organisation | | |

| |Self-motivated with demonstrable pragmatic ability to develop ideas | | |

| | | | |

|Skills/Abilities/Competencies |Excellent planning and organising skills |Excellent people skills and an ability to positively |AF/I (all) |

| |Accurate record keeping |impact team morale | |

| |A good memory for names and faces |An understanding of the principles of diversity and | |

| |An effective and confident communicator, with excellent written and oral |how they relate to a role such as this. An active | |

| |communication skills |commitment to the principles of workforce | |

| |Approachable and with a positive and flexible response to time pressure and process |diversification. | |

| |change | | |

| |Good numerical ability with ability to spot errors | | |

Assessment Code:

AF – Application Form

T – Test

I - Interview

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