Job Description: Human Resources Co-ordinator

A Background Information

The Connection at St. Martins is based in the heart of London, near Charing Cross Station and Trafalgar Square. CSTM has been helping homeless people since the First World War and is one of London’s largest homelessness charities. CSTM helps 4,500 people each year through five services for rough sleepers and people who are vulnerably housed:

  • A Day Centre supporting 2500 people to engage in mainstream services
  • A Night Centre providing 750 people a year with access to emergency accommodation
  • Street Outreach for 2500 people a year to minimise periods of sleeping rough
  • Advice for 900 people a year so that they can access housing and improve wellbeing
  • Workspace helping 700 people a year to move towards into work, learning and volunteering

Connection at St. Martins has an annual turnover of £4.6m, a staff team of 115 and around 30 regular volunteers. The fundraising team raise £2.5m a year and the charity benefits from the BBC Radio 4 Christmas Appeal, run by our partners - the St. Martin’s Charity. This gives CSTM a high profile and a sound financial footing. There are close working links with Westminster City Council and other significant providers of services such as The Passage, St. Mungo’s and West London Mission. The charity also has a number of high profile corporate neighbours who support our work.

Having enjoyed a long period of continuous leadership, the charity’s CEO retired in April this year followed by the Director of Services in July. The new CEO is restructuring the senior management team to take forward a new strategy from April 2018. This has created vacancies and the opportunity to redesign the HR function. Therefore the charity is recruiting for two roles: Human Resources Manager and Human Resources Co-ordinator to provide the charity’s HR function. The roles will sit within a larger corporate services team alongside Finance, Facilities and IT.

The Human Resources Co-ordinator will:

  • Support the charity’s Human Resources strategy through planning, monitoring and evaluation;
  • Organise the charity’s staff recruitment and induction process;
  • Provide administrative support to ensure a smooth running, efficient HR service for the charity
  • Support excellent communications and team work across the organisation through use of IT and the charity’s intranet
  • Liaise with the Finance and Facilities team to ensure efficiency in areas of cross over

This role requires someone with experience of working in a small HR team. The post holder must have excellent administrative skills, a good attention to detail and experience of working with finance specialists on payroll and other financial benefits. IT skills are particularly relevant in this role, with responsibility for organising the content of charity’s intranet and HR software. The post holder should also be able to co-ordinate and evaluate training and development and demonstrate strong communication skills.

At time of writing, the HR team sits directly under the CEO. The charity is undergoing a change process which affects the senior management team. The post is likely to sit with a Director of Corporate Services from April 2018 although this is still subject to negotiation and agreement.

Responsible to: / The Human Resources Manager
Responsible for: / Occasional HR volunteers
Liaison with: / Finance and Facilities Team; Administrators; Service Managers
Job Purpose: /
  1. Support the charity’s Human Resources strategy through planning, monitoring and evaluation;
  2. Organise the charity’s staff recruitment and induction process;
  3. Provide administrative support to ensure a smooth running, efficient HR service for the charity
  4. Support excellent communications and team work across the organisation through use of IT and the charity’s intranet
  5. Liaise with the Finance and Facilities team to ensure efficiency in areas of cross over

Salary / Scale 6 points 26 – 28 - £26,865 - £28,440
Contract: / Permanent Full-time position

B Main Tasks

1Support the charity’s Human Resources strategy through planning, monitoring and evaluation

  • Provide data for the annual HR review for the charity, based on an annual staff survey and other information such as staff turnover, expenditure on training, diversity, sickness and absence;
  • Participate in the strategic and annual planning process and associated team meetings, preparing an annual HR and administration plan to include all HR business as usual activity, special initiatives, policy development, training and administration;
  • Support the creation and implementation of an organisation training plan, including researching suitable training providers, collating information about training priorities from annual reviews, co-ordinating training delivery with managers and evaluating effectiveness.
  • Collate and circulate relevant training information to managers and staff;
  • Support the arrangement of workshops, briefings and training for managers to support a proactive approach to good staff management;
  • Keep informed of developments in recruitment techniques, induction processes and HR IT support to continuously improve these aspects of CSTM’s HR function.

2Organise the charity’s staff recruitment and induction process

  • Ensure all managers involved in recruitment understand the charity’s recruitment, induction and related policies such as DBS;
  • Provide all administrative support to the charity’s recruitment process, including:
  • collating job packs
  • drafting and placing adverts and negotiating with recruitment agencies/websites;
  • managing the recruitment timetable and any agreed client involvement;
  • providing an efficient candidate response service,
  • supporting smooth running shortlisting and interview processes,
  • communicating with candidates on outcomes,
  • following up references and other checks.
  • Manage the overall induction process for all new staff, to include:
  • Providing induction briefings for managers
  • Reviewing the induction checklist
  • Liaising with managers to ensure induction is planned and completed
  • Ensure new staff are issued with the staff handbook and complete any necessary paperwork
  • Ensuring health and safety inductions take place, including conducting some sessions directly to support the Finance and Facilities team.
  • Ensuring probationary objectives are set and that probationary reviews take place

3Provide excellent administrative support to ensure a smooth running, efficient HR service

  • Act as the first point of contact in relation to all internal/external HR related enquiries;
  • Make practical arrangements such as room hire, refreshments, access to power point etc to support staff meetings;
  • Take responsibility for the charity’s staff and volunteer equalities monitoring;
  • Liaise with the Employee Assistance Programme provider, monitoring use;
  • Manage and monitor the charity’s occupational health assessment provider to ensure cases of staff ill health or disability are managed;
  • Co-ordinate and implement the charity’s DBS process for staff and volunteers including running workshops with staff to ensure they are fully informed and liaising closely with the volunteer co-ordinator;
  • Provide support to the HR Manager to ensure the administrative function is covered, including liaising with locum staff;
  • Record confidential HR meetings such as absence monitoring, disciplinary, grievance and capability hearings;
  • Maintain confidentiality and security of staff information within the guidelines of CSTM’s policies, Data Protection Act and new GDPR.

4Support excellent communications and team work across the organisation through use of IT and the charity’s intranet

  • Take responsibility for the charity’s intranet content to ensure consistent, high quality information is available to all staff and volunteers;
  • Liaise with the charity’s IT provider to ensure the intranet is fully accessible for all staff;
  • Manage the charity’s HR IT to ensure transparency, efficiency and legal compliance in all HR administrative processes and providing statistical information as requested;
  • Manage email, IT and computer access for all starters and leavers, ensuring the charity’s data protection and associated policies are adhered to;
  • Update and upload HR documents, health and safety information and policies as overseen by the Human Resources Manager;
  • Ensure all staff have access to an up to date staff handbook accessible through the intranet;
  • Keep a record of probationary and annual reviews, sending reminders and highlighting when these are not completed with the HR Manager and relevant line manager;
  • Ensure 1:1 notes between staff and line managers are stored on line.

5Liaise with the Finance and Facilities team to ensure efficiency in areas of cross over

  • Provide basic information on the charity’s remuneration approach and contractual content, ensuring all staff have contracts and variations of contract where appropriate;
  • Ensure sickness and absence reporting takes place, is recorded on the charity’s HR IT system and is communicated to the Finance Team where needed. ;
  • Liaise with the Finance and Facilities Team to ensure information about starters and leavers is shared and that arrangements for staff benefits such as the pension scheme and child-care vouchers are in place;
  • Provide information about any changes to payroll to the Finance Manager on a monthly basis;

6General

  • Implement The Connection at St Martin’s Equality Policy and all other policies in all areas of work;
  • Ensure that Health and Safety requirements are complied with;
  • Attend internal and external training courses as appropriate;
  • Assist in the promotion of the work of The Connection at St Martin’s to its visitors and funders;
  • Undertake any other duties that may reasonably be required.

C Person Specification

This person specification sets out the essential experience and abilities needed by the successful candidate for this post. Please bear these points in mind when completing your application form, as these requirements will be taken into account at both the shortlisting and interviewing stages.

1. Knowledge
Understanding of the HR needs of a small/medium charity and how to support efficient HR systems and processes using IT.
Good knowledge of recruitment and induction systems and the associated administrative process.
Knowledge of HR software and how to use it to provide an efficient, robust HR function.
Knowledge of providing full and accurate information to support payroll and pensions administration
Basic knowledge of Health and Safety
An understanding of organisations providing support to people with complex needs and the implications for HR such as the importance of safeguarding for staff and clients and recruiting people with lived experienced of homelessness.
2. Qualifications and Experience
Significant experience in generalist HR team providing administrative support
Experience of running a DBS system
Experience in Data analysis, reporting reliable information to inform strategy and highlight issues to support continuous improvement.
Experience of collecting and collating equalities monitoring information to feed into strategy
Experience of working with a finance function to feed in relevant HR information such as payroll, absence, starters and leavers.
Experience in organising, scheduling and evaluating training
Experience working in a relevant charity / public sector environment desirable
Experience of organising and recording sensitive meetings.
Abilities and Skills
Good written and oral communication skills, including the ability to communicate with a range of audiences and to present information in a user friendly way
Strong IT skills and the ability to use HR software to create organisational efficiency and transparency
The ability to update and amend policies and controlling versions to avoid confusion.
Excellent planning and organisational skills
Personal Attributes
The ability to work independently using own initiative, taking responsibility for own performance standards and reporting requirements;
The ability to manage time and prioritise workload effectively working on multiple projects;
The ability and willingness to work flexible hours;
The ability to participate in the development of CSTM’s common systems, policies, procedures and written materials;
The ability to demonstrate imagination, initiative and flexibility in problem solving in an environment of change.