HUMAN RESOURCES ADMINISTRATOR
Based at Barnstaple Campus
Full-time and permanent
Information for Candidates
Petroc is one of the South West's leading colleges, committed to raising the aspirations, knowledge and skills of individuals, communities and businesses in Devon and beyond. Operating from three campuses, two in North Devon (Barnstaple) and one in Mid Devon (Tiverton), Petroc reaches out to a large rural community across the whole county.
We provide an exceptional range of further and higher education programmes which, in line with our vision, will equip our communities for the future, economically, socially and culturally.
We have many things to be proud of at Petroc. Our students consistently produce record-breaking results and progress onto the country's leading universities, further training or employment. We have enviable learner success rates placing us in the top 9% of colleges in the country for A Levels and BTECs. Our learners are at the heart of everything we do and we are proud of their successes.
Our whole community is committed to driving forward educational success in further and higher education and we all strive to raise the aspirations, knowledge and skills of individuals, communities and businesses in Devon and beyond.
We believe in bringing out the very best in people through being open and responsive, stimulating fresh thinking and building both confidence and ambition; and our personality is summarised in our vision ‘Raising Aspirations, Realising Potential, Supporting Success’.
Petroc is central to the economic, social and cultural needs of our surrounding communities. Over 16,000 student enrolments take place each year with ages ranging from 14 to 80+ years. With a staff headcount of approximately 900, the college is one of the largest employers in the area. We pride ourselves on our forward thinking, enthusiastic and diverse staff who make Petroc a vibrant and friendly place that is both flexible and supportive for all.
Petroc delivers significant provision across all Skills Funding Agency (SFA) and Education Funding Agency (EFA) programme areas (except agriculture) in a wide range of academic, vocational, work based, recreational and Higher Educational (in collaboration with the University of Plymouth) subjects.
Our students come from Devon, Cornwall, Somerset, Dorset and, through distance learning, areas far beyond South West England. Strong links are maintained with all schools and community colleges, as well as other institutions, to ensure comprehensive provision for all young people, adults and employers in the area.
We are developing inspiring state-of-the-art facilities, having recently opened a Future Technologies Centre at our Mid Devon Campus, an Engineering Centre of Excellence at our North Devon Campus; and we have a Lifestyle and Tourism Centre currently under construction, also at our North Devon Campus, due to open in the Summer 2016.
With the nearest University 50 miles away, Petroc’s Brannams Campus in Barnstaple has seen a very large increase in Higher Education and further expansion is planned through the Mid Devon Campus. In total, some 450 people currently study Higher Education at the college, with the majority on Foundation Degree programmes.
Now would be an exciting time to join the College as we continue to push the boundaries of educational excellence and maximise our potential to serve our communities.
In November 2015 The Office for Standards in Education (OFSTED) recognised the achievements of Petroc by grading the college as ‘good’.
TERMS & CONDITIONS OF EMPLOYMENT
Type
The advertised post is full-time and permanent.
Hours of Work
You will be expected to work such hours as are reasonably necessary for the proper performance of your duties and responsibilities. Staff will normally work a 37 hour week. The hours for this post are 37 hours per week x 52 weeks per year.
Holiday
The postholder will be entitled to 25 days paid leave per annum, plus Bank Holidays. Also the college traditionally closes between Christmas and the New Year and these three days are additional to the postholder’s leave entitlement. After 5 years’ service the entitlement will increase to 30 days.
Pay
The salary for this post will be £17,988 - £20,034 per annum - (Scale 4 points 17 - 20)
Pension Scheme
You will automatically join the Local Government Pension Scheme, which is an index linked final salary scheme. The contribution that you would make would be 5.8% of your gross salary, with Petroc making a contribution of 14.7% on your behalf.
Appraisal
All Petroc employees are required to take part in the college’s Appraisal Scheme. You will be appraised on an annual basis. The appraisal is aimed at establishing work targets and to identifying to each employee’s training and development needs. It is not, however, linked to salary, promotional issues or any performance-related pay element.
Essential Training
All new staff are required to participate in a Staff Induction Programme, Equality, Diversity & Inclusion Training and Safeguarding Training as part of their Contract of Employment.
Trade Unions
You will be entitled to join a union at the college and, indeed you are encouraged to do so by college management. This is because college management consults with staff through a Joint Consultative Committee framework upon which recognised trade unions and/or professional organisations are represented. Recognised unions are UNISON for support staff and UCU and ATL for academic staff. If you are appointed to the post you are applying for and wish for more information, the Human Resources Office will put you in touch with the appropriate branch representative.
Criminal Background Disclosure
You are required to disclose any criminal convictions or police cautions on your application form. Failure to disclose this could lead to instant dismissal from your employment at Petroc. This will necessitate you filling in the appropriate application form prior to your interview.
Sick Pay
Petroc offers its employees the benefit of a sickness allowance when absent due to illness. This ranges from one month’s full pay and two months’ half pay, after four months’ service to six months’ full pay and six months’ half pay after five years’ service. More details are contained in all Petroc Contracts of Employment and Sickness Procedures.
ID Badges
Photo ID badges are issued to all staff on appointment and can be used for photocopying and library borrowing as well as for identification purposes. It is a requirement that all staff wear their badges whilst on any college premises.
HUMAN RESOURCES ADMINISTRATOR
based at Barnstaple Campus
Full time and Permanent
Scale : Scale 4 points 14-17
Salary : £17,988 - £20,034 FTE per annum
Hours of Work : 37 hours per week x 52 weeks per year
Responsible To : Human Resources Manager
Date of Job Description : October 2016
This job description is a current statement of the duties and tasks required of the postholder concerned. The nature of the job description will change from time to time and its terms are always governed and over-ridden by the postholder’s Contract of Employment. The duties outlined in this document do not constitute a comprehensive or exclusive list and duties may be varied from time to time which do not change the general character of the job or level or responsibility entailed.
Petroc has an active Equal Opportunities, Diversity and Inclusion Policy, commitment to which is expected from all staff. Applicants are, therefore, invited from all suitably qualified people irrespective of disability, gender or race. In particular, applicants with a disability, if they wish to do so, may indicate on the application form details of their disability.
JOB PURPOSE
· To provide comprehensive, confidential, timely and accurate generalist HR administration to the college and Human Resources team to enable Human Resources to run effectively and efficiently.
MAIN FUNCTION OF THE JOB
· Carry out generalist HR administration duties.
· Administer the process for employee changes.
· Administer the absence management process.
· Produce HR reports.
· Administer ad-hoc requests for temporary agency workers
· Maintain and update the HR database and HR filing system
MAIN DUTIES AND RESPONSIBILITIES
General administration duties
· Maintain HR filing systems, updating manual and computerised files on a timely basis and removing information as required and in line with Data Protection.
· Respond to general correspondence.
· Produce meeting agendas, attend meetings and compile minutes, as required.
· Issue reminders for appraisals and probationary reviews with appropriate paperwork.
· Amend and update job descriptions/person specifications, if required following appraisal reviews.
· To act as Minutes Secretary for the Joint Consultative Committee including preparation of agendas, minutes and distribution of documents.
· To input, update and extract data for reports and returns on the office’s computerised systems.
· To assist in the development and implementation of new administrative systems.
· To assist in the production of the Human Resources contribution to the staff “In The Know” on a weekly basis.
· To understand pay related issues and be able to assist in their resolution.
Administer the process for employee changes
· To prepare correspondence regarding employee changes (i.e. variation, resignation) for signature by the Director of Human Resources and Organisational Development.
· If required produce offer packs including contracts of employment for signature by the Director of Human Resources and Organisational Development.
· If required, ensure new starters have a complete personal file upon commencement of employment.
· Issues appropriate paperwork to Agency, Casual, Variable Hours and Zero Hours staff.
· To assist with any queries regarding the pay processes for staff.
Administer the absence management process
· Ensure self-certificates/medical certificates are received and inputted/amended on the Human Resources Management Information System, as appropriate.
· Inform the Human Resources Business Partner/Head of Human Resources of any long-term absence or notifiable absences.
· Inform the Human Resources Business Partner/Head of Human Resources of any concerns regarding unauthorised absence or patterns of absence.
· Ensure Payroll is informed of any long-term sickness absences and unpaid absence ensure appropriate paperwork is completed as required.
Produce HR reports
· If required, produce reports and commentary on HR issues to the Human Resources Business Partner, Head of Human Resources or Director of Human Resources and Organisational Development.
· To input, update and extract data for reports and returns on the office’s computerised systems.
Maintain and update the Human Resources Management Information System
· Update employee records as required, amendments to post, including hours, salary etc.
· Update employee training and qualification records when provided with photocopies of certificates/evidence of courses.
Safeguarding/DBS
· Check and process DBS applications
· Assist in the maintenance of the Single Central Record
Miscellaneous duties
· Carry out the above duties for the College as required.
· Provide first line administration support to employees, workers and managers on HR policies and procedures.
· To ensure that stationery stocks are maintained and that there is an adequate supply of forms in the office.
PERSON SPECIFICATION
Candidates will be judged according to the degree with which they meet the following Person Specification:
· Minimum NVQ2 in Administration or equivalent ability.
· Level 2 IT qualification (ECDL) or equivalent ability.
· Strong administrative skills.
· The ability to take minutes at meetings.
· Excellent literacy / numeracy skills.
· Experience in a previous administrative post.
· Ability to work under pressure and be flexible to the needs of the organisation.
· Good communication / interpersonal skills.
· Competent in the use of Microsoft Office – Word & Excel essential.
· Ability to work as part of a team with the aim of providing the highest possible standards in order to further the smooth and efficient running of the administrative service.
· A friendly and professional approach to customers both face to face and over the telephone.
· Excellent organisational / administrative skills with a positive approach to resolving administrative problems.
· Knowledge of HR databases
All positions are subject to the completion of an Enhanced DBS Disclosure
Completed applications should be returned to or to the Human Resources Office, Petroc, Old Sticklepath Hill, Barnstaple, Devon, EX31 2BQ
by no later than 9am on Monday 31 October 2016
Applications received after this deadline will not be accepted
If you have not been called for interview within two weeks of the closing date for this post, you should assume that you have not been shortlisted on this occasion.