Ethan Frome



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Job Description

Post Title: Human Resources Administrator

Salary Range Points: 009 - 015

Job purpose:

• To provide a flexible and proactive HR administrative for all HR services; employee relations, employee development, employee reward, full employment cycle.

Duties and Responsibilities:

General

• Provide confidential first line support to individual members of staff and line managers on a broad range of HR and payroll issues, explaining policies and procedures in a timely and effective manner.

• Provide HR administration support to HR Business Partners and Payroll.

• Provide a telephone reception service for the Unit.

• To maintain the confidentiality and security of College HR records at all times.

• Assist the HR Business Partners with the development and maintenance of human resource policies and procedures and contribute to HR projects to improve services within the Unit.

• Provide data for and prepare management information reports as and when required.

• Updating the Staff registers with starters, leavers and amendments.

• Provide support in investigations for disciplinary and grievance procedures by taking minutes.

• Maintain and updating all HR paperwork as and when required.

• Minute taking for various meeting as and when required.

• Sort and distribute all incoming and outgoing post.

• Deal with all HR purchase requisitions (invoices) and process through finance in a timely manner.

• Monitor and maintain necessary stationery requirements for Human Resources.

• Support Staff Development and Payroll when required.

• Any other duties commensurate with the grading of the post.

Safeguarding

• To carry out barring checks prior to people starting at the College.

• Ensure all Disclosure & Barring checks are carried out fully and in a timely manner for staff, learners, governors host families and employers.

• To act as the counter signatory for Disclosure & Barring Service checks, ensuring procedures and administration are carried out accurately and in line with College and legal guidelines.

• Monitor accuracy and completeness of single central record at all times.

• Logging Safeguarding information onto the Single Central Record.

• Completing a DBS receipt slip to verify DBS returned.

• To ensure all existing staff are DBS re-checked when required.

As part of you wider duties and responsibilities you are required to promote and actively support the College’s responsibilities towards safeguarding. Safeguarding is about keeping people safe and protecting people from harm, neglect, abuse and injury. It is about creating safe places, being vigilant and doing something about any concerns you might have. It isn’t just about the very old and the very young, it is about everyone who may be vulnerable.

Recruitment

• Setting up Vacancies onto the HR/Payroll system.

• Ensuring all relevant paperwork has been completed for new roles/replacements Job description and advert updated

• Set up jobs on the College website/CRM system.

• Administer the recruitment and selection processes for the College, including liaison with advertising agencies, newspapers, Job Centre, Websites and Recruitment Agencies.

• Sending out requests received via email and answerphone for application forms.

• Logging all applicants onto the HR/Payroll system.

• Printing off applications from the CRM system.

• Preparing all letters including invites, regrets and assessment letters.

• Setting up interviews and assessments.

• Setting up all interview agendas and ensuring relevant rooms are booked.

• Preparing Shortlisting/Interview packs for the Interview Panel.

• Updating relevant databases on vacancies.

• Provide support in interviews and assessments.

• Monitor safer recruitment practices.

• Monitor equality and diversity data and prepare annual equal opportunities summary for CLMT/governing body.

Contracts of Employment

• To oversee the administration and maintenance of Contracts of Employment to include monitoring temporary and probationary contracts and on-going contract changes, in line with College procedures and legal requirements;

• Manage the new starter process from offer letter through to joining instructions and Induction details.

• Issuing all relevant paperwork required by new starter.

• Issue confirmation of appointments and contracts of employment for all new starters.

• Issuing contract of amends, extensions and change to duties to staff

• Maintain and develop the personnel filing system.

• Requesting references and dealing with ex employee references.

• Chasing outstanding qualifications from employees.

• To maintain the Staff Access database, issuing all Staff, Providers & Governors ID Badges, enabling & disabling ID badges.

• Issuing Part Time Hourly Paid Variable contracts.

• Administer the probationary review periods.

Payroll

• To ensure all new starters are set up and processed through the Payroll system

• Set up new positions codes for all new staff

• Salary amendments processed through payroll for existing staff

• Ensure all leavers are processed and terminated off the payroll system in a timely manner

• Ensure pension information is fully completed

• Operate and make efficient use of the HR/ Payroll information system including the updating of records.

• Ensure Training Fees are deducted from final salary – if not possible correspondence sent requesting for monies to be returned.

Reports to:

• HR Business Partner (Employee Development)

Contacts (Internal and External):

External

• Liaise with Recruitment Agencies, Job Centre, external schools, College employees, employers, managing agents, awarding bodies and other relevant stakeholders

Internal

• Staff within the Faculty and other Faculties as necessary

• The College central business units

Holidays:

The basic holiday entitlement is 25 days plus 8 statutory days of which up to 5 days can be directed by management. The holiday year is from September to August.

Health & Safety

The post holder is required to maintain and promote a positive attitude to health and safety and to comply with and ensure compliance with health and safety codes of practice for the safety and wellbeing of learners and staff.

Equality & Diversity

The College has a strong commitment to working towards the implementation of equality of opportunity in both service delivery and employment. The College’s mission and strategic objectives directly support this aim. All employees are required to actively support the development, dissemination and implementation of this aim and related policies and programmes.

Safeguarding of Children and Vulnerable Adults

The College is committed to safeguarding and promotes the welfare of all learners and expects its staff to share this commitment. In addition they will also state that the College is committed to safeguarding and promotes the welfare of all learners and expects its staff to share this commitment. All posts in the College are subject to an Enhanced DBS check and barred person’s list check.

Advisory notes:

The information given within this job description is intended to provide a general understanding of and appreciation about the role within the Calderdale College setting. The job description is not designed to detail specific daily duties which the postholder may undertake. The job description is reviewed annually within the appraisal process and may be subject to change following discussion.

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| |ESSENTIAL / DESIRABLE |EVIDENCE |Score at Shortlist | |

| | |Application, Presentation, Interview |0-4 | |

|Education & Training |ESSENTIAL: | | | |

| |Educated to GCSE standard or equivalent which must include English and Maths |Application | | |

| |DESIRABLE: | | | |

| |Recognised IT qualification (e.g. CLAIT / ITQ L2 / ECDL/IBT2). |Application | | |

| |Certificate in Human Resource practice or Certificate in Personnel Practice |Application | | |

| |NVQ Level 2/3 in Administration and/ or Customers Services or equivalent. |Application | | |

Post Title: Human Resources Administrator Applicant Number:

|Skills/Knowledge/Abil|ESSENTIAL: | | | |

|ities |Strong Customer Care skills including face to face, email and over the telephone. |Application and Interview | | |

| |Ability to build appropriate professional, friendly and accessible relationships with employees and line managers |Application and Interview | | |

| |Appreciates and understands the need with confidentiality in dealing with all HR, Payroll and training issues | | | |

| |Ability to work independently and on initiative with minimum supervision |Application and Interview | | |

| |Ability to organise and prioritise own workloads to meet deadlines | | | |

| |Ability to communicate effectively with a wide range of clients/staff at all levels in a variety of formats |Application and Interview | | |

| |Appreciates that projects need to be completed, methodical approach with an ability to work under pressure |Application and Interview | | |

| |Ability to establish, develop and maintain efficient administration systems both computerised and paper based. |Application and Interview | | |

| |Proficient use of all Microsoft programmes | | | |

| |Excellent data entry keyboard skills |Application and Interview | | |

| |Positive and flexible attitude to work particularly new initiatives | | | |

| |Accurate with good attention to detail |Application | | |

| |Must be a supportive and co-operative team player | | | |

| | |Application and Interview | | |

| |DESIRABLE: |Application, Interview and Assessment | | |

| |Basic Knowledge of Employment Law Legislation |Application and Interview | | |

| |Ability to take minutes at meetings |Application, Interview and Assessment | | |

| | |Application and Interview | | |

| | | | | |

| | |Application | | |

| | |Application | | |

|Additional Factors |ESSENTIAL: | | | |

| |Must comply with College’s Equal Opportunities Policy |Application and Interview | | |

| |Commitment to safeguarding and promoting the welfare of young people and vulnerable adults. |Application and Interview | | |

| |Commitment to working in accordance with the College’s policies and procedures | | | |

| |Must be committed to and uphold the College’s corporate values |Application and Interview | | |

| |Commitment to participate in staff development |Application | | |

| | |Application | | |

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Person Specification

0 = No Evidence 1 = Limited Evidence 2 = Adequate Evidence

3 = Substantial Evidence 4 = Significant Evidence

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