Job Title:HR & Office Administrator

JOB DESCRIPTION

Reporting to:HR Manager

Location: Bourne Court, Woodford

Hours: 25 hours per week (Monday- Friday)

Salary:£19, 535 per annum (Inc OLW) pro-rata

Contract:Permanent

Summary

The Princess Royal Trust for Carers is the largest provider of comprehensive carers support services in the UK. Through a unique network of 144 independently managed Carers’ Centres, 85 young carers’ services and interactive websites – and - we currently provide quality information, advice and support services to over 400,000 carers, including approximately 25,000 young carers.

The HR & Office Administrator reports to the HR Manager and will be responsible for supporting them.

Job Purpose

To provide HR and office management administrative support to the HR Manager and assist with the smooth running of the Woodford office.
To provide front of house support, including being the first point of contact in handling telephone calls and greeting visitors at the Woodford office.
To assist with Health and Safety assessments
To assist with facilities management for the Woodford Office

Scope and Limits of Authority

The HR & Office Administrator is required to plan and prioritise their own workload supporting the HR Manager in areas of HR administration. The postholder is expected to use their initiative in relation to delivery of their work and problem solving, referring more complex issues to the HR Manager.

The HR & Office Administrator has responsibility for the following resources:

HR and personnel information systems under the direction of the HR Manager
Contributing to facilities management

Areas of Responsibilities

HR Administration and support

Recording and filing of all staff; sickness records, leave records, timesheets, emergency contact details of all members of staff; keeping copies of spare forms for staff (self-certificate absence form, induction form).
Assist with the recruitment process undertaken by The Trust by creating job packs, monitoring of equal opportunities, and in the absence of the HR Manager; place ads, organise interviews, draft contracts and offer letters, ensure proper induction, ensure IT is set up for their first day
Assist with the booking of temps as directed by the HR Manager
Assist the HR Manager to ensure the HR and recruitment records are maintained and stored appropriately.
Maintain and update the HR database and manual filing records as and when required.
Provide HR administrative support to the HR Manager as and when required

General Administration

First point of contact for answering the telephone, calls can vary from carers inquiring about The Trust to Trustees, Donors, potential donors and HRH office.
To arrange couriers as and when requested

Work as a member of the admin team ensuring that catering requests and room bookings for internal meetings are dealt with.
Together with the Fundraising Administrator attend to the daily post being received.
With the Fundraising Administrator record daily income from the post.

Facilities Management

To be the main contact for recycling of materials and the shredding of confidential matter.

Under the direction of the HR Manager, procure all of the Woodford and Home workers office stationery and carry out the stock taking of the stationery cupboard, computer items, business cards and kitchen supplies, e.g. tea, coffee (deal with changes in milk order etc), ensuring adequate supplies of regularly used stock.
Be responsible for all office machinery ; crediting the franking machine, phoning for engineers when broken, replacing toners and assisting with queries from staff regarding telephone problems, e.g. voicemail retrieval.
Ensure that the Woodford office portrays a welcoming environment by ensuring that the reception area is kept secure and tidy at all times and ensuring that information materials are up-to-date.

Health and Safety

Assist the HR Manager in ensuring that the Trust complies with current Health and Safety regulations
Undertaking risk assessments as directed by the HR Manager
Ensuring that documents are kept up-to-date and stored appropriately.
Oversee collation of accident forms etc

Communication and Relationships

To offer a non-discriminatory service, available to all sections of the population, which recognises, respects and values diversity of culture and background.
To make a positive contribution to The Trust, working within all the policies and procedures of the Trust, to attend staff meetings, and to function as a member of the wider team.
To act as ambassador for The Trust, protecting and promoting its good name and reputation at all times.

PERSON SPECIFICATION

Knowledge

Good knowledge of administration and particularly recruitment administration (manual and computerised).
Knowledge of HR administration
Understanding of, and commitment to, principles of confidentiality.
Understanding of, and commitment to, Equal Opportunities policy and practice.
An understanding of Health & Safety regulations or a willingness to learn.
An understanding of the administration of office/facilities management

Experience

Substantial administrative experience.
Experience of administration within a HR environment.
Experience of stock control and, ideally experience of procurement.

Skills and Abilities

Good interpersonal skills, including friendly and professional manner, ability to provide guidance and support to colleagues.
Ability to negotiate with suppliers
Ability to liaise with a wide range of internal and external contacts (including senior and sensitive contacts such as Trustees and members of HRH’s office) and to progress chase colleagues.
Good written skills, including ability to summarise information, draft sensitive correspondence and produce simple reports.
Good computer skills, including Word processing, MS Access, Excel, Internet and ability to learn/use PowerPoint.
Ability to plan and prioritise a varied and busy workload and meet deadlines
Good problem solving skills and the ability to use initiative
Good standards of accuracy and attention to detail.
Willing to make a positive contribution to the life of The Princess Royal Trust for Carers.

The Princess Royal Trust for Carers is an equal opportunities employer and welcome applications from all sections of the community.

HR & Office Administrator – Mar 2010

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