POSITION DESCRIPTION

OF THE POSITION

Recruitment and Administration Specialist
Agency / Caritas Australia / Position Type / F/T 37.5 hrs per week
Team / People & Culture / Position Status / Permanent
Group / n/a / Date of Approval / January 2018
Location / Alexandria NSW
/ Authorised by / Senior Manager,
People and Culture
Salary Scale / ACBC Grade 4 / Position No.n/a
PRIMARY PURPOSE

The Recruitment and Administration Specialistcoordinates the recruitment function and administrative tasks for the People and Culture team to ensure that processes are managed in a professional, timely and inclusive manner

ORGANISATIONAL ENVIRONMENT

Caritas Australia is the Catholic agency for international humanitarian relief and development in Australia. Through effective relationships with the Church, partners and communities in Africa, Asia, Latin America, the Pacific and Australia, Caritas Australia helps to end poverty, promote justice and uphold dignity. Our programs promote the good of every person and of the whole person, regardless of peoples, religious, political or cultural beliefs. We envisage a world in which children, women and men most vulnerable to extreme poverty and injustice are agents of their own change and architects of their own development.

Caritas Australia is an agency established under the Australian Catholic Bishops Conference (ACBC). Our National Office is based in Sydney and we have offices in several capital cities throughout Australia. Almost half of our staff are based overseas.

The position reports to the Senior Manager People and Culture.

In terms of impact, the position has responsibility for the day-to-day management of recruitment processes including advising Hiring Managers on procedural issues, advertising vacant roles, issuing letters of offer and on-boarding new starters. The role also undertakes a range of administrative activities for the People and Culture team including management of personnel files, invoicing and coordination of HR metrics and statistics for analysis and reporting purposes.

For more information about Caritas Australia go to

KEY ACCOUNTABILITIES
  1. Manage the recruitment process for Caritas Australia roles advised within Australia and in-country to ensure delivery of effective, timely and inclusive advertising and selection processes
  1. Coordinate the on-boarding and orientation of Australian-based staff, including the Employee Engagement Survey process to enhance staff engagement and performance
  1. Coordinate probation review processes and exit processes including escalation of relevant issues to the Senior Manager People and Culture
  1. Provide guidance and support to Hiring Managers to ensure that the Caritas Australia recruitment process is implemented in a professional, non-discriminatory and efficient manner
  1. Provide advice to staff and managers on employment entitlements and human resource procedures and policies
  1. Maintain recruitment and termination statistics for analysis and reporting purposes in order to inform strategic and operational human resource activities/decisions
  1. Participate in workforce planning activities including drafting Position Descriptions and evaluating roles using the Mercer Cullen Egan & Dell (CED) methodology and ensure consistency with Descriptors set out in both the Social Community and Home Care and Disability Services Industry Award and the ACBC Work Level Descriptors
  1. Ensure that development of employment contracts and related administration and finance processes for the People and Culture team are delivered in a professional, accurate and timely manner
  1. Support the Senior Manager People and Culture with the development of HR metrics, reports and statistics to inform strategic and operational human resource decisions

KEY CHALLENGES
  • Ensuring that Hiring Managers receive sound and consistent advice in relation to recruitment processes and workforce planning standards including structural and positional changes
  • Contributing to the development of policies and approaches that balance complex and multi-faceted issues with sensitivity to relationships with stakeholders
  • Effectively managing day-to-day business as usual services whilstcontributing to and implementing continual improvement initiatives and organisational change priorities

DECISION MAKING, RISK and WORK HEALTH and SAFETY

Decisions which are made by the Position Holder include:

  • Determining day to day work priorities.
  • Deciding the content of reports, submissions, correspondence and briefs with limited direction from the supervisor.
  • Deciding the content of advice and information provided to internal & external stakeholders.

Decisions referred to a supervisor include:

  • Decisions on issues that could have significant ramifications for staff and Caritas Australia generally
  • Decisions regarding substantial changes to human resources processes or procedures
  • Matters requiring a higher delegated authority such as approval for expenditure and/or travel.

The position holder must:

  • Observe safe work practices in accordance with training and instruction provided and report any risk to her/his immediate supervisor. Risks arising in the workplace may relate to financial, site, task or safety issues and practices.
  • Promote and implement work health and safety and risk mitigation processes in conjunction with her/his supervisor including identifying and reporting any hazards or safety issues within the workplace
  • Comply with ACBC and Caritas Australia policies and procedures including work health and safety practices and procedures

KEY RELATIONSHIPS
INTERNAL
WHO / WHY
Senior Manager People and Culture / To escalate issues as required, keep informed on work in progress, receive advice, direction and feedback
Hiring Managers / To provide advice and guidance on the professional management of recruitment processes and support timely and inclusive recruitment processes within Caritas Australia
Staff and Managers / To provide advice and guidance on human resource related issues and employment entitlements
People & Culture Team / To provide advice and support with administration issues
EXTERNAL
WHO / WHY
Job Applicants / To acknowledge receipt of applications and recruitment outcomes and manage administrative processes in relation to new employees
Recruitment Agencies / To coordinate engagement of staff through recruitment providers
ACBC Office for Employment Relations / To respond to requests for information and statistics
Government Agencies / To coordinate action in relation to Criminal Record Checks, Working with Children Checks and Visas
POSITION DIMENSIONS
Reporting arrangements / Reports to Senior Manager People
and Culture
Levels to Chief Executive officer / One
Position Dimensions / Staffing:
No direct reports
SELECTION CRITERIA
  1. Demonstrated experience in managing recruitment processes and behavioural interviewing techniques in a non-discriminatory and effective manner
  1. Experience in interpreting employee entitlements and providing advice on staffing issues and organisational structures
  1. Well-developed communication, administrative and problem solving skills
  1. Ability to work independently and as a collaborative team member
  1. Experience in the use of Microsoft programs including Word, PowerPoint and Excel
  1. An understanding of and willingness to work within the Catholic ethos

Additional Information

  • The successful candidate must have and maintain the right to work in Australia
  • Ongoing appointment to this position is dependent on successful completion of a relevant criminal history record check

ACKNOWLEDGEMENT AND ACCEPTANCE

I confirm that I have read this Position Description, understand its content and agree to work in accordance with the requirements of the position. I also understand and accept that this document is intended to provide an outline of the key responsibilities of the position and that aspects of the document may change over time.

Occupant:

Print Name:______

Signature:______

Date:______

Supervisor:

Print Name:______

Signature:______

Date:______

ON