Job Description
JOB TITLE: /

Human Resources Officer

REPORTS TO: / Human Resources Manager
DEPARTMENT: / Human Resources
SALARY RANGE: / £25,000 – £29,000

Job Summary

To work with HR Manager to provide HR support to the hospice management team, and personal admin support to the HR Manager.

This role involves leading and managing the recruitment across the organisation, along with HR responsibilities, which include issuing offer letters, contracts and supporting the HR Team. This role covers a wide range of low volume admin tasks, as the department has broad responsibilities but services a relatively small employee community and around 850 volunteers.

Specific Duties

Guide managers and staff on the application of HR policies, procedures and practices.

Provide an advisory service to employees ensuring they are fully aware of their rights and entitlements.

Policy, Procedure and Advice

  • To maintain appropriate levels of professional knowledge including knowledge of organisational procedures, custom and practice within the Charity and employment legislation.
  • To support staff at levels with timely, operationally focussed robust advice that reflects the ethos of the organisation.
  • To support the HR Manager and Volunteer Coordinator to maintain the organisation’s employment and volunteer related policies, processes and documentation.

Recruitment

  • Administration of advertising, short-listing, interviewing and selection
  • Provide administration and organisational support, and attend where necessary, roadshows/open day events and other recruitment events.
  • Advertising current positions with various online job boards, including the Hospice’s website
  • Liaising with various recruitment agencies and candidates to arrange interviews and selection testing
  • Building relationships with external recruitment partners (including agencies) and negotiating terms and conditions
  • Advising managers and directors on recruitment processes and procedures
  • Organising and facilitating recruitment events
  • Working with the HR Manager to review and improve recruitment and selection methods
  • Producing monthly recruitment updates for each campaign
  • Supporting the management team with all aspects of the recruitment processes.

Record Keeping

  • Respond to staff and manager’s queries/requests for data
  • Create and maintain accurate and up to date employee records, both hard copy and on the HR database
  • Administration of absence/sickness, annual leave and maternity records

Training

Administration of internal/external training for staff & volunteers

  • Booking of trainers/venues/external courses
  • Setting timetables for the delivery of any internal training (memos, handouts)

and advise managers, or volunteers directly (as agreed with line manager) on re-training requirements

  • Maintain & supply training materials
  • Supporting with any training and development needs and coordinating with the training team.

Generalist HR

  • Processing new starters information, including; producing offer letters and contracts of employment; applying for references; inputting information onto HR system; completing new starter checklists; providing reminders to line managers for probation reviews; and calculating annual leave entitlement
  • Processing leaver’s information, including: issuing letters outlining the details of termination of contract; checking leaver’s forms; and liaising with finance
  • Send Exit Interview forms to all leavers and chase response if appropriate
  • Providing guidance, advice and support to managers on various HR processes which include new starters, leavers and contractual changes.
  • Ensuring HR records are maintained and up to date
  • Compiling HR reports from the HR system and various documents
  • Coordinating and note taking during formal and informal meetings
  • Investigating queries, providing data to assist enquiries into state benefit claims, Hospice benefits eligibility etc.
  • Drafting of references, employment and financial
  • Supporting the wider HR team with related projects and administration.
  • When necessary and appropriate, take notes at disciplinary, grievances and appeals, and dismissal meetings or hearings

Volunteer Liaison

  • Maintain contact with line managers and ensure they are aware of communication items
  • To understand “employment” law as it applies to volunteers and to be a source of knowledge and advice for the HR team and managers around the organisation
  • In conjunction with the Education and Training Department to host and design training and educational sessions that raise the awareness of how to manage volunteers
  • Assist in the maintenance of appropriate levels of volunteer documentation
  • Coordinate and review leaver questionnaires for all volunteers
  • Carry out any other duties as are within the scope, spirit and purpose of the job, the title of the post and its grading as requested by your Line Manager or his/her higher level of authority.

Note: This job description reflects the present requirements of the post. As duties and responsibilities change and develop, the job description will be reviewed and is subject to amendment in consultation with the post holder.

Person specification

Essential

  • CIPD qualified or working towards qualifications
  • Previous experience of working in a busy office environment
  • Previous experience of working in a Generalist HR Assistant/Advisor role
  • Excellent customer service skills
  • Able to confidently challenge the status quo
  • Confident written and verbal communication skills including drafting responses and modifying standard letters
  • Strong organisational skills
  • Excellent attention to detail
  • Able to work independently
  • Experience of using Microsoft Word, Excel and Outlook
  • Ability to work under pressure
  • Organised and able to work in a methodical manner
  • Discreet and able to maintain confidentiality
  • Must be confident and flexible when dealing with people from a wide range of backgrounds, and exercise effective interpersonal skills

Desirable

  • Previous experience of using a HR database
  • Confident and assertive with challenging colleagues
  • An interest in developing within Human Resource Management
  • Experience in employee relations, reward, performance management and recruitment