Job Title: / HR Process Support Officer
Grade: / 4
Post Number: / n/a
Base/Location: / Southfields, Loughborough
Responsible To: / Senior HR Advisor
Responsible For:
Key Relationships/
Liaison with:
Job Purpose
The post holder will work on an occasional basis to support formal HR processes including, but not exclusively, disciplinary, performance, attendance, grievance, dignity at work and whistle-blowing investigations. The nature of the work is highly confidential and the post holder must be able to demonstrate a professional level of understanding of the consequences of any breach of confidentiality.
· To support and provide notes of formal and informal investigations, hearings and appeal hearings within the Council.
Main Duties and Responsibilities
1. / Be an integral member of the HR Team.
2. / Ensure that you never discuss or share information about the individuals or the contents of the meeting/hearings that you attend with anyone other the appropriate participants e.g. panel members/investigating officer/HR Advisor.
3. / Be prepared to challenge appropriately any discussion which you feel could amount to a breach of confidentiality.
4. / Maintain an effective working relationship with HR, managers, trade union representatives and employees who may be subject to an HR investigation.
5. / Promote a focus on quality and performance
6. / Promote the Council’s values and principles when working with managers and employees.
7. / Ensure so far as possible a consistent application of the Council’s policies and procedures across all Departments.
8. / Contribute to the Equality and Diversity agenda.
9. / Ensure adherence to relevant health and safety procedures.
10. / Proactively identify areas for improvement and development which make positive changes within the service and customers organisations /departments.
11. / To assist with commissioned investigations.
12. / Provide accurate notes of investigatory interviews, hearing and any other meetings in relation to HR processes. While the notes will not be ‘verbatim’, they should provide a sound and detailed record of the meeting/hearing and summarise as appropriate.
13. / Provide a ‘first draft of the notes within 3 – 5 working days of the meeting/hearing. Proactively seek feedback, amend as necessary and liaise with the appropriate HR Advisor/manager to ensure that the notes are sent within set timeframes.
14. / Liaise with the appropriate HR Advisor/manager to ensure that notes are signed when this is required.
15. / Make reasonable preparations for the meetings/hearings, ensuring that you understand the nature of the process e.g. disciplinary, grievance etc. You should also be aware of the roles of the investigator/panel, the status of the investigation/hearing and the order of the hearing.
16. / Provide feedback to the Investigating Officer after meetings and support them in drafting further questions when required.
17. / Support the Chairperson of hearing panels in setting up rooms, greeting and collecting participants, managing adjournments, ensure that witnesses who have presented evidence are not in a waiting area with those who are due to be questioned and providing water etc.
18. / When the hearing has adjourned for the panel to make a decision, ensure that contact arrangements are clear for all participants and ensure that appropriate waiting areas are provided where necessary.
19. / Concisely summarise the essence of the deliberations and discussions of the panel members and support them in forming the feedback/decisions that the Chairperson will provide to the employee, any representatives and the management side.
20. / Provide a written form of the feedback either on the day or following working day of the hearing.
21. / Taking appropriate action, at a level commensurate with the duties outlined above, in support of the Strategic Director or Head of Service.
Special Factors
Subject to the duration of the need, the special conditions given below apply:
(a) The nature of the work may involve the post holder carrying out work outside the normal working hours
(b) The post-holder may be required to attend, from time to time, training courses, conferences, seminars or other meetings as required by his/her own training needs and the needs of the service
(c) Expenses will be paid in accordance with the Local Conditions of Service
This job description sets out the duties and responsibilities of the job at the time when it was drawn up. Such duties and responsibilities may vary from time to time without changing the general character of the duties or the level of responsibility entailed. Such variations are a common occurrence and cannot in themselves justify a reconsideration of the grading of the job.
Charnwood Borough Council is seeking to promote the employment of disabled people and will make any adjustments considered reasonable to the above duties under the terms of the Equality Act 2010 to accommodate a suitable disabled candidate.
Date Prepared/Revised: May 2015
Job Title: / HR Process Support Officer
Grade: / 4
Post Number: / n/a
/ Essential / Desirable / How assessed
Qualifications
Certificate in Personnel Practice (CPP) or NVQ Level 3 and/orrelevant experience as an alternative to CPP or NVQ
Internal course or certificate relating to minute taking and/or relevant experience
/ üü / App/Doc/
int
Experience
· Experience of taking complex and lengthy notes or minutes in a highly confidential environment
· Some experience of HR issues, e.g., as an HR practitioner/administrator, manager/supervisor, trade union or secretarial role
· Experience of formal HR processes
· Experience of working with people at various levels at a stressful time
· Experience in producing complex documents, to a high standard within a short timeframe
/ üü
ü / ü
ü / App/Int
App/Int
App/Int
App/Int
App/Int
Skills/Knowledge
· Business and commercial awareness.
· Knowledge of employment and case law. / ü / ü / App/Int
App/Int
Competencies
Managing Self
· Has the confidence and inter-personal skills to challenge any potential breaches of confidentiality
Managing Time
· Manages time effectively to ensure notes are completed and deadlines are met
Managing Services
· Understands and responds to what internal / external customers need and expect
Managing Change
· Able to work effectively across the different cultures within the Council.
Working in Partnership
· Able to quickly build trust with different managers, employees, trade unions and panel members
Innovating and Improving
· Actively listens and responds to appropriate challenges. Actively looks to continual improvement in the service they provide
Managing Resources
· Understands corporate and service requirements for information
Factors not already covered
· Ability to travel to service points within the Council in a cost efficient way
· Professional appearance commensurate with representing the Council
· Must be reliable and able to attend as agreed / ü
ü
ü
ü
ü
ü
✔
✔
✔
✔ / App/Int
App/Int
App/Int
App/Int
App/Int
App/Int
App
App
Int
Ref
Other requirements
An understanding of, and commitment to equal opportunities, and the ability to apply this to all situations. / ü / App/Int
Must be able to perform all the duties and tasks of the job with reasonable adjustments, where appropriate, in accordance with the provisions of the Equality Act 2010. / ü / Med
Key:
App = Application form
Test = Test
Int = Interview / Pre = Presentation
Med = Medical questionnaire
Doc = Documentary evidence (e.g. certificates)
Prepared May 2015
Page 5 of 5