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Job Description

EMPLOYER: The London Diocesan Fund

JOB TITLE: Human Resources Administrator

RESPONSIBLE TO: HR Manager

Note: This job description does not form part of the employee’s contract of employment but is provided for guidance. The precise duties and responsibilities of any job may be expected to change over time. Job holders should be consulted over any proposed changes to this job description before implementation.

Overview

The Human Resources team proactively coordinates and provides a comprehensive human resources (HR) service to the London Diocesan Fund and wider Diocese in respect of its lay employees and employed chaplains, ecclesiastical office holders (for whom it pays the stipends) as well as providing HR advice to Bishops and Archdeacons in respect of our clergy and as required to our parishes.

Job summary

The HR Administrator will provide administrative support and coordination of some activity across the employment life-cycle, ensuring that we maintain customer focussed and comprehensive human resources (HR) service to the London Diocesan Fund and wider Diocese.

Principal Duties and Accountabilities of the role

Recruitment and Induction

• Undertaking and co-ordinating all recruitment administration including:

← Finalising documents with the recruiting line manager including liaison with Job Evaluation and budget approval focal points

← Organising the placement of adverts in appropriate media

← Monitoring the Recruitment inbox, dealing with enquiries and acknowledging applications

← Ensuring shortlisting is undertaken and collation of relevant feedback from the recruiting manager

← Organising interviews (including timetables, questions and interview assessments)

← Drafting and sending out contracts of employment and new starter packs following authorisation by the Director

← Organising pre-employment checks (including references, occupational health, DBS if required, and undertaking right to work checks etc) and acting as first point of contact for new starters

• Coordinating Staff Welcome Days throughout the year and co-ordinating Strengths Finder assessments and coaching for new starters.

• Organising core organisational inductions for new staff, ensuring that the line manager is ready to welcome their new staff member and that everything in place for their first day, including undertaking the ‘day 1’ HR induction.

• Organising HR catch up meetings during months 1, 3 and 6 of their probation.

• Checking-in with line managers both during and at the end of the probation meeting to ensure that any concerns are raised and escalated to the HR Manager as necessary.

• Setting up new staff files on the HR information system and providing log-in instructions to the individual.

• Monitoring and dealing with any requests from parishes for their job vacancies to be uploaded onto our website. Ensuring they are in line with employment law.

Learning and Development

• Administering training events for LDF staff including:

← Advertising the training session and co-ordinating attendance

← Maintaining a record of those who have attended training, issuing attendance certificates where required and collating feedback

← Supporting the trainer where required, including preparation of course materials

← Facilitating arrangements for the day- including setting up the room and clearing away

• Organising Strengths Finder coaching sessions when requested.

• Both for the mid-year and end of year performance and development review process, log and chase any outstanding forms from line managers, escalating to the HR Manager where necessary.

Co-ordinating the leaver process

• Ensure that all leavers receive a final letter confirming receipt of their resignation with end of employment details as appropriate and that all relevant departments are notified

• Arrange exit interviews for all leavers

General

• Ensuring relevant administration is completed as required by the HR Manager for the monthly payroll and coordinating the weekly HR invoice process.

Organising and facilitating departmental and organisation-wide meetings as requested, as well as some diary management and administrative support for the Director of HR.

• Supporting/attending HR meetings with staff and managers as required, including minute taking.

• Providing administrative assistance for HR projects and activity e.g. development of HR service to parishes, bi-annual performance management reviews (P&DR’s) and the annual pay review process.

• Monitoring both the HR and recruitment inboxes, responding or forwarding requests as appropriate, and ensuring that they are dealt with in a timely manner.

• Contributing towards the delivery of the People Strategy and Operational HR Plan, including updating quarterly Key Performance Indicator metrics and HR budget reviews.

Employee records

• Maintaining employee records (electronic files, HR information system, and Diocesan database) in line with current legislation and in particular with GDPR (includes starters, probationary periods, leavers and any changes).

• Completing annual reviews of the HR information system so that annual leave entitlements, emergency contact details and salaries are all up to date.

• Keeping the LDF staff list updated on the Diocesan website, via the Diocesan database

• Department filing and scanning of records where required

• Regularly updating the LDF staff organisational charts and seating plans

• Coordinate work-station assessments, where required

Customer Service

• Answering the HR Helpline in the absence of the HR Adviser, responding to any queries where possible but otherwise taking messages and ensuring they are passed on appropriately.

• Providing a high level of service to all of our ‘customers’, being proactive in approach.

The HR Administrator may be required to undertake any other duties that are commensurate with the role.

Person Specification

Experience, knowledge, training and qualifications

• Must have the right to work in the UK.

• Educated to A-level or equivalent standard.

• Experience in the coordination of beginning to end processes/workflows (such as Recruitment, New Starters) and in the undertaking of routine and time-bound tasks.

Aptitudes and abilities

• Administratively efficient with strong attention to detail and organisational skills.

• A desire to follow a HR career path and a willingness to learn. (e.g. knowledge of current employment legislation changes and good practice HR)

• IT literate (MS Office Suite).

• Excellent people skills.

• Fluency in spoken English and ability to write clearly in English.

Personal attributes

• Professional and confident manner.

• Dynamic and self-motivated.

• Ability to deal with competing demands and prioritise work to meet timescales.

• Used to dealing with a wide variety of people.

• Ability to keep confidences, honesty.

Desirable attributes / Other information

• Previous experience of working / dealing with the public

• Understanding of the Church of England and its structures.

General Conditions

Diversity

We understand the benefits of employing individuals from a range of backgrounds, with diverse cultures and talents. We aim to create a workforce that:

• values difference in others and respects the dignity and worth of each individual

• reflects the diversity of the nation that the Church of England exists to serve

• fosters a climate of creativity, tolerance and diversity that will help all staff to develop to their full potential.

We are committed to being an equal opportunities employer and ensuring that all employees, job applicants, customers and other persons with whom we deal are treated fairly and are not subjected to discrimination. We want to ensure that we not only observe the relevant legislation but also do whatever is necessary to provide genuine equality of opportunity. We expect all of our employees to be treated and to treat others with respect. Our aim is to provide a working environment free from harassment, intimidation, or discrimination in any form which may affect the dignity of the individual.

Equal treatment amongst differing people from diverse backgrounds is one of the central precepts of the Church of England's mission and theology. The Church of England values the richness which this equal treatment brings to the workplace. The Diocese of London is therefore concerned to avoid discriminating against any person.

Standards of Behaviour and Conduct

Staff are expected to act at all times with due consideration for others and in a manner befitting their position as employees of the Church and as professionals, whatever their job.

Health and Safety Responsibilities

All LDF staff are required to ensure that they understand and accept the legal duties placed on them by the Health and Safety at Work Act not endanger themselves or others by any act or omission on their part and by the Management of Health and Safety at Work Regulations to co-operate with colleagues and management in the control of health and safety at work. Therefore, staff are required to:

• Read, understand and abide by the LDF Health and Safety Policy;

• make themselves familiar with accident and emergency procedures for their site;

• inform their manager immediately of any health or safety deficiencies or dangerous situations or near misses;

• set a good personal example in respect of health and safety.

Confidentiality

Staff must not pass on to unauthorised persons, any information obtained in the course of their duties without the permission of the relevant Director.

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