Reports To: Director of Finance & Operations

/ Foundation for Women’s Health Research & Development

Job Description

.Job Title: Admin & Human Resources Officer

Reports to: Director of Finance & Operations

Salary: £23,000 Scale 6, Point 27

Hours 21 hours

Duration 2 years subject to continuous funding

Job Purpose

To provide effective delivery of FORWARD’s administrative and human resources functions, policies and procedures to staff, senior staff, and volunteers while assisting the organisation to provide an efficient office support function. You will support the Director of Finance and Operations in managing all recruitment and selection activities, new starter paperwork and contracts, managing leaver administration, maintaining of all personnel records. You will administer employee relations, performance, grievances, absence matters and support general admin duties.

Key Responsibilities

1.  Carry out administrative function

·  Provide administrative support to the Executive Director, Director of Finance and Operations and other members of the SMT

·  Undertake office telephone reception, including taking messages for staff.

·  Oversee both manual and computerized office systems, including filing papers and maintaining databases.

·  Undertake general office duties, including dealing with post, faxes and internal and external e-mail enquiries; drafting and sending standard letters on behalf of the Executive Director;

·  Do photocopying and collating papers and mailings; arranging for documents to be printed/bulk printing arrangements;

·  Monitor stocks of basic items, for example stationery, paper, toner etc ordering stationery, periodicals, books, equipment and other items

·  Liaise with suppliers and maintain excellent professional relationships externally

·  Assist the Director of Finance & Operations with maintaining Health and Safety standards and identifying any hazards or risks

·  Ensure the HR data base is up to date in both electronic and hard copy systems including ensuring correct collation of information in relation to absence/statistics for all personnel and performance management

·  Administer the probationary review periods

·  Maintain organisational HR policies and practices and ensure easy access for all staff

2.  Implement an effective and efficient staff recruitment and selection (R&S)

·  Maintain and develop procedures and paperwork to ensure that recruitment processes are in line with legal requirements and FORWARD policies

·  Ensure that line managers are kept fully informed about the R&S process and procedures and support them to fulfil their roles in relation to recruitment

·  Maintain relationships with appropriate recruitment agencies and advise line managers on the most effective ways to recruit staff for a diverse range of roles.

·  Maintain and develop the HR pages on the web working in conjunction with key staff to ensure recruitment information is current

·  Provide an effective HR service to staff in line with FORWARD values and which is responsive to the needs of line managers.

3.  Coordinate HR policies and procedures

·  Ensure policies are reviewed and updated on a regular basis and that staff are kept informed regularly.

·  Manage the consultation processes, ensuring that draft policies are amended in line with feedback and signed off by SMT

·  Ensure accurate and complete information is available to existing staff and included in the induction process for all new staff

·  Ensure policies are implemented as agreed by SMT e.g. exit interviews, appraisal process, induction

·  Provide support in investigations for disciplinary and grievance procedures

4.  Induction and Training

·  Manage new joiner process from offer letter through to Joining instructions and relevant DBS checks.

·  Ensure an effective induction process for all new staff, including people returning after long term absence e.g. maternity, sickness etc.

·  Co-ordinate training and development for the organisation and individuals, with specific emphasis on the needs identified through the appraisal system

5.  ICT and Office Equipment

·  Provide basic level ICT support to the organisation, in liaison with the external ICT support services and the Director of Finance & Operations.

·  Act as the first point of contact and troubleshooting for staff’s ICT queries

·  Ensure that all office equipment is in working order at all times

·  Ensure proper liaison with the IT support service and other IT consultants where necessary to ensure management of the office computer network, PCs, website, software, anti-viral systems and related IT issues

·  Add new users to the system and manage staff access to IT support

·  Manage FORWARD’s electronic Database.

·  Oversee the back up of the servers and manage rotation of off-site copies.

6.  External/Internal Meetings and Events

·  Assist with the organisation of FORWARD conferences, training seminars and other events, including arranging dates and venues; organising refreshments and other requirements; taking bookings and dealing with enquiries.

·  Assist with the taking of minutes and notes at meetings.

·  Assist with the organisation of Board and staff meetings, providing administrative support to the Board of Trustees and Staff meetings

·  Co-ordinate all papers including drafting the agenda and ensuring that all papers are prepared on schedule, and conform to the highest standards

·  Support logistics for all Board meeting with catering and preparation of board papers.

7.  General responsibilities

·  Undertake any general enquiry work; advice and support where needed

·  Comply with FORWARD’s Equal Opportunities and Health and safety policies

·  Abide by organisational policies, code of conduct and practices.

·  Participate and oversee in supervision sessions and annual staff appraisals.

·  Attend relevant training in order to fulfil the requirements of the job.

·  Participate in FORWARD senior management, staff team meetings and related operational meetings.

·  Attend meetings internally and externally as and when requested.

·  Be proactive in keeping up to date with developments affecting your work by improving personal competence through professional development

·  Maintain high standards of conduct and personal integrity through example and practice.

·  Take direction on projects and priorities from the Executive Director, and the Board of Trustees which may vary from time to time

·  Adhere to ethos and spirit of FORWARD and promote an organizational culture that embraces diversity; transparency and participation as a core value.

·  Support diversity and equality of opportunity in the workplace.

·  Carry out other associated duties as may arise, develop or be assigned.

ESSENTIAL REQUIREMENTS / Appl / Int / Tes

EXPERIENCE

/ Experience of human resources administration- delivering key HR process e.g. recruitment and selection, induction, training and development
Experience of providing a reception service and liaising with a variety of individuals, organisations, and service providers at all levels.
Experience of preparing and writing agendas, minutes, reports, presentations, letters and other documents.
Experience of developing and maintaining systems for information storage and retrieval, diary systems, systems for messaging etc.
Demonstrated experience of working in a culturally and linguistically diverse environment showing sensitivity to people from non-English speaking backgrounds. / ü
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SKILLS AND ABILITIES / Give information and advice to line managers on all aspects of people management in line with set policies
Ability to troubleshoot difficult situations, and deal with such situations calmly, efficiently and effectively
Good personal skills such as: communication; teamwork; self motivation; demonstrable initiative
Persuasion, negotiation, diplomacy and presentation skills including a clear and friendly telephone manner
Writing skills with evidence of producing reports, policies and internal briefing papers, and ability to write succinct reports on complex areas
Able to keep data protection rules and professional confidentiality
Organised with able to arrange and minute meetings and multi task
Methodical with great attention to detail while maintaining an understanding of the needs of people in organisation development
Proficient in word processing, spreadsheets and databases, preferably in a Windows environment / ü
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KNOWLEDGE

/ Up to date knowledge of HR and its relevance to organisations in the voluntary sector, including HR
procedures and confident in use of an HR database
Understanding of the need to maintain confidentiality in all areas of work.
Knowledge of anti-discriminatory practice and equal opportunities and ability to apply awareness of diversity issues to all areas of work
Knowledge of a BME Language is desirable / ü
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EDUCATION/
TRAINING / Relevant professional qualification in HRM or HRD e.g. CIPD plus evidence of continuing professional development / ü / ü
OTHER
REQUIRE-MENTS / Able to work some evenings and occasionally at weekends
Commitment to the values and ethos of FORWARD in safeguarding rights and dignity / ü
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Date Written 09/1/13

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