CHILDREN’S HOSPICE ASSOCIATION SCOTLAND

JOB DESCRIPTION

  1. JOB IDENTIFICATION

Job Title: / Human Resources Administrator / Job Family: / Admin/Clerical
Location: / Head Office - Edinburgh / Responsible to: / Senior HR Advisor
Salary: / CHAS Band 3 / Job Ref No:
  1. JOB PURPOSE

Working within the culture, ethos and philosophy of CHAS, to provide a full range of transactional Human Resources (HR) administrative tasks in order to support the functioning of the Human Resources Team.
  1. ORGANISATIONAL POSITION

  1. MAIN TASKS

  • Recruitment and Selection
  • Payroll Administration
  • Data Management
  • General
  • Compliance

  1. JOB ACTIVITIES

Recruitment and Selection
  • Advise hiring managers of the process for submitting vacancies for approval, keeping managers advised of progress and updating the VAF database.
  • Support managers, as required with the drafting of adverts and timetabling of recruitment process as well as uploading job adverts and application packs to the CHAS website.
  • Manageall email/telephone enquiries about advertised posts, and maintain the recruitment inbox, ensuring that all applications are processed in a timely manner.
  • Prepare and distribute application packto panel members in accordance with agreed timescales, ensure shortlisting matrix is completed and invite candidates to interview.
  • As required, organise interview arrangements; book rooms, arrange equipment, set up and clear up on the day
  • Participatein the selection panel where required and facilitate practical assessments.
  • Liase with candidates throughout the recruitment process, notifying via email or letter successful and unsuccessful candidates following shortlisting and selection process stages of recruitment process.
  • Issue reference requests for successful candidates and forward responses to recruiting manager, along with PVG/Basic Disclosure confirmation for their authorisation, carrying out any follow-up actions as necessary.
  • Issue reference requests for successful candidates and forward responses to recruiting manager for their authorisation, carrying out any follow-up actions as necessary.
  • Prepare employment contracts for employees, ensuring that wherever possible contracts are issued in advance of new employees starting with the organisation.
  • Organise and provide an HR induction for new starts.
Payroll Administration
  • Responsible for collating the monthly payroll information, including new starter, leaver and change of contract information.
  • As required, process and write to staff in relation to ad hoc pay issues e.g. any Cost of Living award.
Data Management
  • Create and maintain electronic and manual HR personal files and databases, as appropriate, ensuring information is accurate and retained in accordance with information governance and data retention requirements.
  • Update and maintain HR IT systems, acting as the main point of contact for HR related enquiries and ensuring all enquiries are logged and remedied as quickly as possible.
  • On a monthly basis, provide various management information and statistical data, for example in relation to absence and turnover rates.
  • Responsible for ensuring that the HR Intranet is kept up to date and accessible on the shared CHAS drive.
General
  • Responsible for dealing with general, face-to-face, email and telephone queries related to the HR function, ensuring these are answered directlyor are passed to the appropriate individual for a response.
  • Undertake all aspects of administration including updating spreadsheets and databases, drafting communications, scanning and filing documents, typing reports, and taking minutes at various meetings.
  • On a monthly basis, provide various management information and statistical data, for example in relation to absence and turnover rates.
  • As required, log and track all HR invoices received, ensuring that correct authorisation has been sought, enabling the finance team to process within agreed timescales.
  • Responsible for supporting and processing Disclosure Scotland applications for new and existing staff including checking of Disclosure Scotland forms and ID documentation, obtaining authorised signature and recording on database.
  • Support the Occupational Health (OH) process by helping managers to complete OH referrals and the Senior HR Advisor by logging, sending and chasing up referrals, liaising with OH provider about dates for appointments etc.
  • Responsible for coordinating job evaluation panels to evaluate new job descriptions and to process authorised re-evaluation requests, ensuring that appropriate records are maintained for job descriptions and job evaluations.
  • Responsible for creating and issuing staff identification (ID) cards.
  • Provide general administrative support within Head Office, Rachel House and Robin House, as part of the wider administrative team.
  • Work with volunteers, providing appropriate tasks, guidance, training and supervision.
  • Responsible for developing internal working policies and procedures to improve the efficiency of the HR department (e.g. invoicing, filing)
Compliance
  • Responsible for complying with the CHAS Health and Safety Management Policy and associated procedures and co-operate with CHAS in complying with its legal duties.
  • Responsible for complying with the CHAS Information Governance Framework and associated policies and co-operate with CHAS in complying with its legal duties.

  1. DIMENSIONS

  • In performing this role, frequently has contact with the HR Manager and Senior HR Advisor, other HR staff,all staff and line managers including Senior Managers.
  • Participate in team meetings and working groups (e.g. Workforce Implementation Group) as required.

  1. KNOWLEDGE, SKILLS AND EXPERIENCE

  • SVQ Level 3 in Administration or an equivalent qualification (alternatively, at least two years’ experience in a similar role will be considered).
  • Demonstrable experience of office processes and procedures.
  • Demonstrable experience of providing an office administration service, where attention to detail is required.
  • Relevant experience of having worked within a people focussed environment.
  • Demonstrable working knowledge of Microsoft Office software or similar packages.
  • Demonstrable experience of maintaining information databases.
  • Developed communication skills required, having to provide and receive complex and sensitive information in relation to employees, volunteers and recruitment.
  • Developed inter-personal skills required, having to develop and sustain relationships at all levels.
  • Advanced keyboard skills

  1. DECISIONS AND COMMUNICATIONS

  • Within the agreed management structure in CHAS, works within clearly defined procedures, where judgement and initiative are required to prioritise work. Generally, work is routine but it can often result in follow up and ad hoc activity with the postholder taking the decision when to refer issues to the Senior HR Advisor or HR Manager
  • On a daily basis, communicates complex and sensitive employee, volunteer and recruitment information to the Senior HR Advisor, CHAS Managers and recruitment agencies.
  • Develops and maintains relationships with CHAS staff, volunteers, external agencies and members of the public, to ensure a co-ordinated approach to human resource management and recruitment and selection.

  1. SPECIAL CONDITIONS

Equipment
  • On a daily basis, is required to use the following equipment; computer; photocopier; telephone.
  • On a daily basis, is required to use IT systems and packages including Microsoft Office; HR systems/database; payroll systems, CHAS intranet and internet.

Working Conditions
  • Required to use the computer, more or less continuously, on most days and achieve a high level of accuracy in preparing payroll notifications, offer letters and contracts of employment.

Physical Effort
  • Frequent requirement to sit at a computer for long periods of time.

Mental Effort
  • Frequent requirement for concentration in preparing payroll and when maintaining electronic databases and electronic and manual personnel records, where the work is unpredictable.

Emotional Effort
  • Exposure to emotional or distressing circumstances is rare but does occur within the hospice environment

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