Job Description
Job Title: HR Team Administrator
Department: HR
Directorate: HR
Responsible to: HR Business Partner (WZ and central functions)
Current job holder:
Approved by:
Head of Department/ Director: HR Director
Job Evaluation Committee Reference Number:
Grade Allocated:
Date Allocated:
Job Description
Key Purpose of the Job
To provide administrative assistance to the HR department based in Whipsnade Zoo, in particular supporting the HR Advisor HR Business Partner to ensure the smooth running of the department.
Responsibility for Resources
People
This role has no supervisory or line management responsibilities.
Other
· Plant, machinery, equipment, materials and products
o Normal office equipment, recruitment and meeting resources.
· Financial resources
o Some administrative involvement in invoice administration but no direct budgetary responsibility.
· Confidentiality
o High confidentiality is needed as the post holder has full access to personnel records and payroll data. Also, the post holder will be responsible for taking accurate minutes at confidential employment relations related meetings.
· Animals
o No responsibility for animal welfare.
Main duties and key responsibilities
· Predominantly supports the Whipsnade HR team, but at times also the Regents Park HR team with administrative tasks such as filing, contractual and system HR tasks.
· Admin tasks for the Whipsnade HR department including minute taking, writing up letters, setting up annual/regular meetings, providing refreshments and/or orders refreshments with internal caterer etc.
· Supports the HR Advisor with writing and issuing employment contracts to new starters, and contract extension/amendment letters.
· Inputs new starter details and other personal detail changes onto the HR & Payroll database system.
· Ensures that all new starter details and documents are collected and filed within 2 weeks of the new joiner start date.
· Issues and chases employment reference requests.
· Supports the Recruitment Officer in Regents Park & HR Advisor at Whipsnade with inviting candidates to interviews, preparing packs for interview panels, assisting on seasonal recruitment days and other associated recruitment administrative tasks.
· Processes employee right to work in the UK checks & ensures that all documents are collected & processed accordingly.
· Assists the HR Advisor with ensuring that all relevant employees and volunteers have appropriate level of DBS checks.
· Monitors probation checks, chases where necessary and ensures that letters are distributed to the individuals and completed probation forms filed accordingly.
· Processes sickness absence records and highlights absence issues and staff who have exhausted the ZSL sick pay requirements.
· Assists with organising and delivering staff events; e.g. Long Service Awards, Staff Christmas Party, etc.
· Deals and assists with internal mail-outs, including the issuing of complimentary tickets and salary increase letters.
· Ensures that there are sufficient contract packs prepared for the issuing of employment contracts.
· Covers for and supports the HR Advisor & HR Business Partner as required.
· Supports the wider HR team with other administrative tasks such as, but not limited to, filing, minute taking in employment relations meetings, dealing with internal and external post, training administration, processing invoices, probation, staff social events/activities, scanning & data management & other ad-hoc duties as required.
· Diary Management of meeting room bookings and HR team as appropriate.
· General upkeep of office, equipment, storage, paper files/documents and electronic files/documents.
· Ensure the monthly payroll spreadsheets are updated and changes are processed in a timely manner, meeting the payroll deadline each month.
· Monitor the Whipsnade HR email inbox and reply to general/recruitment enquiries as appropriate
· Drive the Whipsnade HR team’s goal of becoming a sustainable paper free office and ensuring that documents are stored correctly in the electronic personnel files
Building relationships
· Tact and sensitivity is needed in the handling of sensitive staff data.
· Communication with staff at all levels is required on a daily basis as well as some external communication.
Mental Demands
· Some judgement is needed when dealing with queries, but these will always be solved within written guidelines or with the support of other HR team members.
· High levels of concentration are needed for the accuracy of employment contracts and inputting data on the HR & Payroll database.
Flexibility
· The post holder is required to be flexible with changing priorities and completing last minute/urgent tasks as required.
Working Conditions
· This post is office based and minimal travel to Regents Park Zoo may be required.
Expectations of job holder
· To ensure that the policy for equality of opportunity is adhered to and promoted in all aspects of the post holder’s work.
· To ensure effective quality control and continuous improvement in all aspects of the work and responsibilities attached to this post.
· Demonstrate professionalism towards sensitive and confidential information.
· To comply with and promote Health and Safety policies and procedures and to undertake recommended Health and Safety training as and when necessary.
· To be committed to professional self-development, through participation in in-service training as necessary for the successful carrying out of the job.
· To undertake such other duties as are commensurate with the grade of the post.
NB: This job description is designed to outline a range of main duties that may be encountered. It is not designed to be an exhaustive list of tasks and can be varied in consultation with the post holder in order to reflect changes in the job or the organisation.
Person Specification
Qualifications & Experience
· Educated to A level standard or equivalent
· Solid administration experience is essential
· Experience in a HR or data sensitive environment is desirable
Skills & Abilities
· Excellent numerical, written, communication and computer skills are required.
· Proven skills in using MS office packages, specifically Excel.
· An ability to manage competing priorities.
· Ability to multi-task and use initiative when prioritising.
· Ability to stay calm and work well under pressure.
· Excellent written and verbal communication skills with all relevant stakeholders.