JOB DESCRIPTION /
POST: / HR Department Administrator
GRADE: / SS3
RESPONSIBLE TO: / HR Manager
RESPONSIBLE FOR: / Providing a full range of administrative support to the HR Department, including providing PA support to the Executive Director Human Resources.
KEY PURPOSE: / Required to provide administrative support to the HR Team.
MAIN DUTIES
  1. Provision of excellent customer service to College staff by ensuring:
  1. The highest standards of customer care.
  2. Appropriate responses to telephone enquiries.
  3. The follow-up to enquiries in accordance with the Department’s Customer Service Agreement.
  4. Appropriate liaison with staff.
  1. To work with the HR Manager and HR Coordinator to ensure that the recruitment process is thorough, effective and in accordance with the Department’s Customer Service Agreement, to include:
  1. Completion of general recruitment administration, including maintaining supplies for campaigns, logging and issuing application packs.
  2. Preparing short listing and interview packs and ensuring theyare issued to relevant managers within 24 hours of an advertised post closing.
  3. Ensuring that the recruitment mailbox is checked on a daily basis and ensuring that any applications and/or queries are dealt with promptly and within 48 hours.
  4. Printing and Logging of job applications onto HR Pro.
  5. Greeting candidates at interview and ensuring they are guided throughout the day.
  6. Ensuring all pre-employment checks are completed thoroughly including, applying for references, processing DBS Checks, obtaining right to work and other relevant ID documentation, verifying qualifications and the completion of all recruitment forms. All checks should be completed before employment commences.
  7. Completing pre-employment checks for Student Ambassadors and Volunteers.
  8. Ensuring all relevant documentation is received from candidates prior to the start date, highlighting any issues to the HR Manager/HR Coordinator;.
  9. Compiling all personal files for new starters, updating all details on HRPro to ensure the Single Central Record is kept up to date and accurate.
  10. Taking photos for ID badges and requesting the production of ID badges from the MIS department.
  1. Provision of an effective secretarial/personal assistant service to the Executive Director HR:
  1. Efficient organisation of the Executive Director HR’s diary with both internal and external contacts; take a proactive approach to ensure there are minimal diary clashes.
  2. Dealing with correspondence and general enquiries, both internal and external.
  3. Ensuring both email and hard copy correspondence is managed and responded to in the absence of the Executive Director HR.
  4. Taking messages and making telephone calls on behalf of the Executive Director HR.
  5. Acting as minutes secretary at appropriate meetings if required and undertaking assigned duties associated with meetings.
  6. Appropriate liaison with staff, the Management Team, Governors, unions, external agencies etc. ensuring a high level of discretion and confidentiality.
  1. To assist the HR Co-ordinator in the organisation mandatory training sessions, including:
  1. Ensuring records are kept up to date on HRPRO regarding course attendance.
  2. Filing all documentation relating to mandatory training events.
  3. Maintaining supplies of quality training and induction documentation.
  4. Deputising for the HR Co-ordinator in setting up Child Protection & Equality & Diversity Training.
  1. To update Org Plus on a monthly basis, in conjunction with the Payroll & Utilisation Manager.
  1. The provision of general administrative assistance, including:
  1. Maintaining regular archiving process for redundant/obsolete files.
  2. Providing support for specific projects undertaken by the Executive Director HR and the HR Manager.
  3. Recording of completed appraisals, and filing of paperwork.
  4. Providing support to the HR Team, regarding one-off tasks and projects, diary planning, assisting in provision of refreshments.
  5. Ensuring that departmental telephones are answered swiftly.
  6. Ensuring that reasonable confidentiality is maintainedin line with office location.
  7. Processing incoming and outgoing post.
  1. To provide cover for the HR Coordinator during periods of absence
8.General

(i)To participate in the College’s Appraisal Scheme and undertake any professional development as identified with your line manager.

(ii)To adhere to College Health and Safety and Equal Opportunities policies and to comply with relevant legislation.

(iii)To undertake any other such duties as may be reasonably required of you commensurate with your grade, at your initial place or work or at any of the other College sites as determined by the Principal.

SAFEGUARDING AND PROMOTING WELFARE OF CHILDREN
All work in the College involves some degree of responsibility for safeguarding children, although the extent of that responsibility will vary according to the nature of the post. Fareham College is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. The post holder must be aware of the College’s policies which safeguard and promote the welfare of children, and adhere to their guidelines.
CONDITIONS OF SERVICE
The Conditions of Service, which apply to this Post and other detailed information, is available from the Human Resources Department.
This job description is not exhaustive but outlines the main features of the post. It may vary
as the post evolves without affecting the nature of the duties and the responsibility level.
In consultation with you, it is liable to variation.
PERSON SPECIFICATION /
POST: / LECTURER
NO. / CRITERIA / ESSENTIAL/DESIRABLE / HOW ASSESSED
QUALIFICATIONS
1 / Sound basic educational qualifications including GCSE - Maths and English - Grade C or equivalent / Essential / Application Form & Certificates
2 / Certificate in Personnel Practice (CPP) / Desirable / Application Form & Certificates
3 / Secretarial training and/or experience, including RSA III Word Processing/Typing skills / Desirable / Application Form & Certificates
EXPERIENCE & KNOWLEDGE
1
2 / Previous experience working in an Administrative role.
Previous experience of working within an HR Department. / Essential
Desirable / Application Form & Interview
Application Form & Interview
3 / Experience of working with computers, including a good working knowledge of Microsoft Word & Excel. / Essential / Application Form, Interview
4 / Experience of working in a busy office environment and of meeting tight deadlines. / Essential / Application Form, Interview
SKILLS & COMPETENCIES
1
2
3
4. / Excellent interpersonal & communication skills
Ability to comply with strict regulations about confidentiality and behave according to the appropriate protocols;
Excellent organisational skills
Ability to devise, maintain and review office systems and to work within an agreed framework to defined standards / Essential
Essential
Essential
Essential / Application Form, Interview
Application Form, Interview
Application Form, Interview
Application Form, Interview
PERSONAL QUALITIES
1
2
3 / Ability to work under pressure in a team environment and produce work of an excellent standard
Ability to work on own initiative, and identify tasks to be undertaken within the remit of the post
Ability to communicate effectively both orally and in writing to individuals. A patient attitude is essential; / Essential
Essential
Essential / Application Form, Interview
Application Form, Interview
Application Form, Interview
OTHER
1 / Ability to prioritise and meet deadlines within a busy environment / Essential / Application Form, Interview
2 / The flexibility to undertake a wide range of duties / Essential / Application Form, Interview
FOR SIGNATURE BY APPOINTED EMPLOYEE:
I hereby confirm my agreement to the job description for my role as set out above
Print Name: / ______/ Date: / ______
Signature: / ______

R:\HR\PERSONNEL\Job Descriptions\Current Job Descriptions\Support Staff\Human Resources\HR Department Administrator - Dec 14.docx