JOB DESCRIPTION

November 2016

Job title: HR CoordinatorDepartment: People Services

Team: HRJob holder: Vacant

Reporting to: HR Manager

Aim

  • Provide effective Human Resources (HR) administrative support to senior HR colleagues, managers, staff and external contacts
  • Support the HR function in the areas of recruitment, payroll, learning & development, systems administration and ad hoc projects

Circumstances

  • 35 hours per week
  • Based in Crisis’ offices in Commercial Street, London

Salary

  • £28,775 per annum

Organisational chart

Principal Accountabilities

Recruitment

  • Responsible for the co-ordination of the recruitment and selection process for staff in line with Crisis Recruitment and Selection Policy
  • Manage the online recruitment portal (iRecruit) to post vacancies and process applications
  • Advise managers on agreed job description formats and hold job evaluation panels to determine salary bands
  • Advise managers on shortlisting procedures and monitor interview questions to ensure best practice
  • Respond to recruitment enquiries, for example through the HR email inbox or by telephone
  • Set up and co-ordinate recruitment interviews, supervising assessment exercises as appropriate
  • Undertake all recruitment related administration including regret emails, DBS checks, reference requests, preparation of offer lettersand contracts of employment
  • Liaise with recruitment agencies, recruitment advertising media and internal communications colleagues where appropriate
  • Record recruitment spend and monitor the recruitment lines of the budget, highlighting areas of concern to senior HR colleagues

Payroll

  • Contribute to the monthly payroll submission to the external payroll provider, in conjunction with senior HR colleagues
  • Process monthly payroll changes, maintaining accurate records on the HR database (CIPHR) for example around starters, job changes, contract extensions, pension changes, season ticket loans and leavers
  • Liaise with managers and other staff to ensure payroll information is accurate and up to date
  • Work with senior HR colleagues and Learning Managers (or equivalent) to ensure that tutors are paid accurately for hours and annual leave entitlements
  • Provide guidance to Crisis managers and staff on straightforward payroll queries in line with policy and procedure

Induction and development of staff

  • Support the induction process for staff in allocated directorates including advising managers of responsibilities and ensuring that induction checklists and probation forms are completed
  • Support the delivery of new employee induction days - sending invitations to delegates and reminders to speakers,facilitating on the day (equipment, lunch, room layout) and collecting feedback
  • Provide administrative support around Group Training including liaison with external trainers to secure dates,confirm equipment requirements and delegate numbers and setting up and administration on the day
  • Maintain records oftraining and development activities for staff

Systems and administration

  • Draft all correspondence in relation to matters such as contract extensions, changes to terms and conditions, salary changes and reference requests
  • Administer leaver processes including acknowledging resignations and collection of data using the online leavers’ survey
  • Produce statistics and reports of staff data for example to support fundraising bids or to assess the effectiveness of recruitment campaigns
  • Support senior HR colleagues with CIPHRadministration, for example through managing settings and maintaining information lists
  • Facilitate the use of Crisis Net, for example ensuring reporting lines and working patterns are correct, uploading documents and advising on queries
  • Support annual leave procedures including calculating and setting up annual leave entitlements and ensuring entitlements are correct at the start of the financial year
  • Generate purchase orders through Ebis
  • Support the pension auto enrolment process, forwarding pension communications to staff and keeping records up to date
  • Filing and record keeping including payroll and new starter documentation, ensuring that all records are kept up to date and stored in line with the Data Protection Act
  • Contribute to keeping the HR pages on Connect (intranet) and the website up to date
  • Support senior HR colleagues to deliver ad hoc projects for example implementing new systems or collating information for salary benchmarking
  • Support the development of the HR function by identifying opportunities for improvement, working collaboratively and implementing effective solutions

General

  • Actively encourage and support member involvement within Crisis
  • Develop and maintain an understanding of Crisis’ work and the needs and circumstances of homeless people
  • Comply with Crisis policies and procedures, including Health and Safety policies, for which all employees owe a duty of care both to themselves and others, in accordance with the Health and Safety at Work Act
  • Carry out duties that may reasonably be required in the light of the main purpose of the job

Person specification

Essential

  1. Demonstrable experience of supporting recruitment campaigns and payroll administration, preferablygained in a HR department
  2. Excellent organisational skills, including being able to effectively manage a high volume workload andagree timescales with managers if there are conflicting priorities
  3. Ability to provide excellent customer service to internal and external contacts
  4. Good written and verbal communication skills with ability to explain HR policies and processes clearly and professionally
  5. Good numerical skills with ability to calculate pro rata entitlements (for example salary, annual leave)
  6. Excellent attention to detail with ability to keep accurate and up to date records
  7. Demonstrable working knowledge of Microsoft Office (Word, Excel and Outlook) and ability to use HR databases and online applicant tracking systems
  8. Ability to maintain confidentiality and deal with sensitive issues tactfully andwith empathy
  9. Ability to use initiative, identify areas for improvement and work collaboratively to maximise the effectiveness of the HR function
  10. Commitmentto Crisis’ purpose and values including equality and social inclusion

Desirable

  1. CIPD Foundation Level Qualification or above and/or have CIPD membership
  2. Experience of Office 365 and/or web content management
  3. Experience of providing HR support to charity shops or in a retail environment

We encourage applications from all sections of the community particularly those with personal or previous experience of homelessness.

Supporting information for your application

Thank you for your interest in joining Crisis’ HR team.

Before you apply please take a moment to read through the information listed below which is designed to support your application and prevent any loss of work.

Personal Statement: demonstrating your skills, knowledge and experience

It is important that you complete all sections of the online application form to ensure that the recruiting panel understand your interests, skills, knowledge and experience.

Shortlisting for an interview is mostly based on the information you provide in the Personal Statement section. When completing this part of the form, please reference each of the 13 Person Specification points listed above in order. There will be 15 boxes, so you won’t need to use all of them.

Support your statements with specific examplesthat show how you meet each of the person specification points. You may wish to use the STAR approach:

S or T / situation or task / Describe the situation or the task that you had to complete. It could be something from your previous employment or personal experience – just make sure it’s relevant. Given enough detail for the person shortlisting to understand what was involved
A / action / Describe the action you personally took to resolve the situation or task. Explain the process/steps you took. Even if you are describing a group project, describe what you did rather than what the team did as a whole.
R / result / This is the crucial part of the answer. Explain how your actions resulted in a successful outcome. Talk about what you achieved, the benefits and what you learned.

Please note! If you don’t provide full responses against all of the person specification points, the shortlisting panel won’t be able to score your application fully and it will be unlikely that there is enough information to be shortlisted.

Saving your application

It is important to remember when completing your application that it will not save automatically and there is a strict timeout function. To avoid any loss of work, it is a good idea to save your answers in a Word document first and copy and paste the responsesusingtheCTRL+CandCTRL+Vcommands into the online form when you are ready.

If you have any questions please email giving the vacancy name and location in the subject line.

Thank you (and good luck!)

HR Team