HR and Office Administrator (Part Time) Institute for Employment Studies (IES)

Institute for EmploymentStudies1

HR and Office Administrator (part time) Institute for Employment Studies (IES)

HR and Office Administrator

Following a review of support services we wish to appoint to a new part-time (20 hours a week) role of HR and Office Administrator. The role reports to the Director of Finance and Administration who has responsibility for Finance, IT, HR, office, company secretarial and legal services, and is a member of the Institute’s management team.

The primary focus of the role will be to oversee the day to day administration of the HR and office functions. This is a hands-on role. We are looking for someone with relevant qualifications and experience who would quickly be up and running in the key tasks of the role, and who is interested in working for a not-for-profit organisation.

The Institute for Employment Studies (IES)is an independent, apolitical, centre of research and consultancy in employment policy and human resource issues. It works closely with employers in the manufacturing, service and public sectors, government departments, agencies, and professional and employee bodies. The Institute is a not-for-profit organisation (company limited by guarantee) and a registered charity with around 40 multidisciplinary staff. Turnover is in the region of £3 million a year.

Job Description

The HR and OfficeAdministrator will work alongside the Director of Finance and Resources, in the delivery of a high quality, informed and continuously improving service.

HR responsibilities

■To work with the Director of Finance and Administration to ensure IES’s policies and procedures are kept up to date and communicated effectively in line with organisational developments and changes in legislation, advocating a best practice approach wherever possible

■To ensure the efficient delivery of all operational HR processes and administration including:

● Leavers (administration and exit interviews)

●Joiners administration including induction processes and administration of the DBS procedure

●Contractual changes for existing staff (extensions, pay, hours etc.)

●Absence management systems (annual leave, sickness, liaison with occupational health etc.)

●Liaising with Finance to ensure that all HR information submitted for monthly payroll is accurate and up to date.

■To deliver IES’s recruitment and selection campaigns, ensuring staff are recruited in line with IES’s policies and values, employment law and best practice including:

●Providing support to managers throughout the entire cycle from production of job descriptions, person specifications and adverts through to appointment and induction

●Delivering all recruitment and selection administration and work including accurate and prompt production of recruitment literature and correspondence (job descriptions, adverts, interview questions, selection assessments, formal offers letters, references and contracts)

■To administer IES’s benefits including the pension and childcare voucher schemes, submitting monthly information and liaising with employees and providers

■To administer IES’s Tier 2 sponsor licence with the Home Office; ensure visa requirements are met and records are maintained and legally compliant

■To manage and maintain electronic and hard copy employee files and HR records ensuring documents are stored in compliance with the requirements of the Data Protection Act.

■To effectively respond to staff queries and issues relating to HR advising and supporting managers on a range of employee relations and HR issues in accordance with IES policies.

■To maintain accurate performance management and training records and communicate with managers regarding upcoming reviews including probation, annual appraisal and supervision.

■To be the first HR point of contact on staff welfare issues including liaising with Occupational Health providers as necessary

■ To organise staff training, liaising with internal and external specialists to tailor appropriate cost effective training solutions.

Other responsibilities

■To create and maintain a professional and efficient office environment.

■To ensure that all office and kitchen supplies are adequate and replenished as necessary.

■To ensure that all office equipment is working effectively and to liaise with appropriate suppliers or maintenance engineers where necessary.

■To take responsibility for all day to day issues with the office, including liaison with the managing agents and contractors.

■Take responsibility for ensuring that health and safety, fire safety and first aid training is up to date and that there is always a first aider on site.

■To undertake any other duties that may be required from time to time to support the work of Finance and Resources.

Person Specification

Job-related knowledge, skills and abilities

The successful candidate will have:

■Good organisational skills; able to identify all key steps and resources needed to complete a task

■Experience of and ability to use Microsoft Outlook, Word, Excel and PowerPoint

■Able, in liaison with the line manager, to prioritise workload to meet all agreed deadlines

■Experience of working in a service department, of clarifying requirements and expectations when delivering a service and of ensuring that service users are kept informed of any issues that may affect delivery to the agreed deadline.

■Reliable and adaptable, able to respond to changing priorities

■Able to work on own initiative with accuracy and attention to detail

■Able to assess the need for confidentiality when appropriate

■ Prepared to suggest improvements to current ways of doing things

■A pleasant manner with the ability to work confidently and tactfully with a wide range of people and with other viewpoints.

Qualifications

■Qualifications in, or experience of administrative work; CIPD qualification would be an advantage.

Remuneration and benefits

■Salary band: c£22,335 (FTE) 20 hours a week (Monday to Friday)

■Benefits: Member of USS pension scheme with an employer contribution of 18 per cent and a personal contribution of 8 per cent, 27 days paid annual leave, plus bank holidays, plus up to four designated closure days (pro rata)

How to apply

A letter of application no more than 2 pagesand full CV should be sent bymidday13th June2016, interviews will be held on 20th/22nd Juneto:

Recruitment, IES, City Gate, 185 Dyke Road, Brighton BN3 1TL (Telephone: 01273 763423) or Email:

The Institute for Employment Studies is an Investor in People and a registered charity (no. 258390). IES seeks to be an equal opportunities employer and our equal opportunities policy is available on request.