Job Title: / Administrators (Helpdesk, Recruitment, HR Operations)
Post Number: / TBC
Division/Department/Section: / Business Support Services
Line Manager: / Supervisors (Helpdesk, Recruitment, HROperations)
  1. PURPOSE

To work as a member of a team in providing a customer-focused, efficient and effectiveBSScontactservice to the Alliance. The role performs the first point of contact for officers and staff across the Alliance for matters relatingto the employment lifecycle, the provision of Human Resources (HR) guidance, Agresso based management information and customer services administration.
  1. POSITION IN THE ORGANISATION

  1. MAIN RESPONSIBILITIES

Providing an excellent internal and external customer service by acting as a first point of service contact for the PeopleDepartment, Finance and ICT functions, resolving general enquiries from internal/external contacts via telephone, email on in person. / Internal officers and staff within the Alliance are provided with appropriate, professional, customer-focused advice and front-line service in relation to HR related matters. External contacts are provided with details to support their applications and other relevant matters.
Offer comprehensive guidance in relation to HR policies, processes, procedures, entitlementsorreferring the calls to an appropriately qualified individual. / Internal officers and staff within the Allianceare provided with appropriate, professional, responsive, customer-focused servicein relation to HR related matters.
Provide an efficient HR support service covering the full range of HR administration activities including recruitment, appointmentsleavers, paternity leave, extension of service, annual leave, extended leave administration, and the preparation of contractual documents. / Provision of an efficient, customer-focused HR based support service to the Alliance.
Maintaining up-to-date electronic and paper based personnel records across a variety of systems. / Personnel records are maintained accurately and in compliance with Data Protection Act requirements. The provision of management information is available in accordance with corporately agreed policies, procedures and standards.
Provide an efficient first point of contact customer service to the Alliance covering a wide range of activity including car bookings, mobile phones, hotel and travel, ID & system access, Agresso support to users.
Specific to Dorset additional services include uniforms, meeting room administration and IT helpdesk services. / Provision of an efficient, customer-focused logistical support service across the Alliance with optimal resolution at the first point of contact.
Provision of an Agresso‘data extract’ management information service to users across the Alliance. Complex enquiries to be referred to the appropriate business owner e.g. People Department, Finance etc. / Provision of an efficient, customer-focused Agresso based management information support service across the Alliance. (Entry level, data extract reports only, no interpretation of information).
This list of duties is not restrictive or exhaustive and the post-holder may be required to carry out duties from time to time that are either commensurate with/or lower than the grade of the post. In some posts this might include the ad-hoc provision of guidance and informal training of new colleagues. / Completion of duties to meet the needs of the police service.
4.CONTACTS
1. / All internal staff and managers
2. / Alliance People Department
3. / Finance Department
4. / ICT Department
5. / Members of the public
  1. HEALTH MONITORING

N/A
  1. VETTING

Standard / Management vetting (activity dependent and subject to review)
7. HEALTH AND SAFETY TRAINING
VDU Assessment
Your line manager has the responsibility to refer to the risk assessments appropriate to your role to identify any additional health and safety training required e.g. manual handling training, VDU assessment, Control of Substances Hazardous to Health (COSHH) etc.
8.SPECIAL CONDITIONS/ADDITIONAL INFORMATION
The post holder will be required to undertake other activities within the Department commensurate to their skills and capabilities in order to meet service needs.
Structured personal development opportunities will be provided including lateral moves to enable staff to gain experience across all the functions within the Department.
9. TERMS OF APPOINTMENT
The commencing salary will be within Scale C, £17,943 rising by annual increments to a maximum of £19,122.
Normal Office hours are 8.40am to 5.00pm Monday to Thursday and 8.40am to 3.40pm on Friday, with 40 minutes for lunch. Customer services arrangements are provided to 4pm on a Friday and require staffing to appropriate levels.
The office is closed on Saturdays and Sundays (i.e. 5 day week).A flexitime system is in operation within the Department.
10.PERSON SPECIFICATION

Criteria A

/ Good communication and interpersonal skills with an understanding and ability to deliver a quality, customer-focused service.

Criteria B

/ Ability to work as a member of a team to ensure excellent service provision levels are met and also the ability to work pro-actively and under own initiative and as part of a team to ensure that service deadlines are met or queries are resolved within required timescales.

Criteria C

/ Good IT Skills, including Microsoft Word, Excel and Outlook and the ability to quickly gain a good understanding of bespoke IS systems, specifically Agresso and other Alliance systems.

Criteria D

/ Good organisational skills and the ability to prioritise a range of related duties, under pressure, to meet strict deadlines/targets.

Criteria E

/ Problem solving and decision-making skills with the ability to consideroptions for flexibility when providing a customer-focused service.

Criteria F

/ Ability to pay particular attention to detail and accuracy, with a methodical approach to service delivery.
Criteria G / Good numerical skills with the ability to undertake detailed calculations in relation to annual leave entitlements etc.
Criteria H
/ Desirable, knowledge and use of HR systems.
Criteria I / Desirable, a working knowledge and understanding of general HR policies, processes, Police Staff conditions of service/Police Regulations/or previous experience of HR administration.

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