JOB DESCRIPTION

POST TITLE:Human Resources Administrator

REPORTS TO:Human Resources Manager

ACCOUNTABLE TO:Managing Director

GRADE:Band 3

JOB SUMMARY

To support the Human Resources Manager in the provision of a high quality and professional Human Resource Service by providing administrative support.

KEY TASKS

Recruitment administration

Place job advertisements, where necessary, ie. Recruitment agencies, job centre, publications

Send out application packs to potential job applicants

Arrange interviews and make any necessary arrangements for pre-employment checks

Send out offer letters and contracts of employment to successful applicants

Co-ordinate arrangements for introducing new staff into the Company, including staff inductions

Training administration

Accurately maintain up to date training records for all staff, both manual and computerised

Arrange staff attendance to in-house and external training programs, including payment of all invoices and expenses

Make all necessary administration arrangements for the running of in-house training courses, keeping all relevant parties up to date with arrangements

Maintaining spreadsheets with relevant course and cost information

General administration

Deal promptly with routine correspondence, telephone and e-mail enquiries, including writing to employees and prospective employees, to a Company standard

Set up and maintain a personal file for every new employee and ensure that these manual files and those of existing staff are accurately maintained and up to date

Preparespreadsheets and statistical reports as required to provide information to Human Resources Manager and Managers

Organise meetings and requirements (eg booking rooms, arranging refreshments etc) and take minutes, as necessary, at relevant meetings

General filing and office duties for the Department and Human Resources Manager, includingensuring stationery and equipment supplies for the Department are in full supply

Absence monitoring

Up-date and produce the sickness report for the monthly Board Meeting and as required by the Human Resources Manager

Database administration

Enter data (eg absences, holidays, bank details, salary) into the HR Simply Personnel database on a daily basis, thus ensuring that it is up to date and accurate

Produce ad hoc reports, as requested, by the Human Resources Manager from the HR database

General responsibilities

Deal with routine questions relating to terms and conditions of employment from existing staff, management and prospective employees

Deal sensitively with staff and ensure that urgent matters are drawn to the attention of relevant Manager quickly and accurately

To be fully aware of the Company’s Human Resources and other relevant policies

Comply with a Data Protection Act and procedures in relation to confidentiality of information and ensure all files, plus your desk, are locked each night or when absent from the HR Office and/or own workplace

Report as necessary any faults re equipment or office accommodation and ensure procedure regarding security of the building is met

PERSON SPECIFICATION

Job Title:Human Resources Administrator

ESSENTIAL
The qualities without which a post holder could not be appointed / DESIRABLE
Extra qualities which can be used to choose between candidates who meet all the essential criteria
Qualifications /
  • GCSE (Grades A-C) or equivalent in English Language and Mathematics
  • Word Processing RSA11 or equivalent
/
  • Word Processing RSA III or equivalent
  • European Computer Drivers License Qualification
  • Business Administration Qualification
  • CIPD Certificate in HR Administration

Experience /
  • Significant administrative experience
  • Experience in Human Resource Administration, particularly recruitment and training
  • Basic numeracy
  • Keyboard skills
  • Good working knowledge of Microsoft Word, Excel and Outlook
  • Previous experience in using spreadsheets
  • Excellent IT Skills and ability to learn HR systems quickly.
  • Development of HR systems
/
  • Previous knowledge of database applications
  • Ability to use Powerpoint
  • Knowledge of Cascade HR system

Communication Skills /
  • Excellentoral communications skills with colleagues and prospective employees, agencies, training companies (face to face and via the telephone)
  • Good team working skills and co-operative team working with the HR Team colleagues and staff of Trent PTS Service
/
  • Previous knowledge of customer care

Administration Skills /
  • Exceptional administration and organisational skills
  • Able to maintain accurate administrative records and/or in-house administration systems, in accordance with their job requirements
  • Maintains a very high standard in the content and presentation of their administration
  • Advanced word processing skills
  • Ability to present written work clearly and accurately

Personal Attributes /
  • Willing to learn new skills and undertake training and personal development as necessary
  • Punctual
  • Flexible across hours of work when required
  • Empathetic and understanding towards people and their needs
  • Non-judgmental
  • Ability to work independently and demonstrate initiative
  • Demonstrate a positive attitude towards change in a proactive and constructive approach
  • Good previous attendance record
  • Able to exercise discretion and be diplomatic
  • Ability to work as part of a team
  • Ability to work autonomously to achieve work goals
  • Tact and discretion

1