STEPHENSON COLLEGE

JOB DESCRIPTION

Post Title:Human Resources Assistant

Grade:Scale 3

Responsible to:Human Resources Advisor

Responsible for:Providing high quality administration support to the HR Team across all aspects of the function.

SPECIFIC DUTIES

1Provide general administrative support to assist the smooth running of the HR Department including word processing, organising meetings and hearings, taking minutes during any investigations/hearings, note taking and booking rooms as and when required.

2.Effectively and proactively administer and facilitate the recruitment and selection process from requisition form to appointment in accordance with College and department timeframes and process, i.e. timely advert process, organising short listing and interview arrangements to ensure that vacancies are filled by suitable candidates.

3.Carry out all necessary pre-employment checks i.e. DBS, Occupational Health, references, List 99, identity checks in accordance with Asylum and Immigration Act and ensure that the College’s Single Central Record is kept up to date for staff and volunteers at all times.

4.Ensure that all correspondence, offer letters and contracts of employment are prepared for new and current staff within the required quality standards.

5.Ensure all new starter information, variations and leavers documentation is accurately prepared and input all data onto the HRIS on a timely basis.

6.Act as a fully participating member of shortlisting & interview panels at the appropriate levels as & when required.

7.Prepare, process, monitor and follow up on all employment/contract documentation, including probationary review and induction processes.

8.Arrange temporary staff from agencies, as appropriate.

9.Update the HRIS with absence records, changes to employee details and departmental changes or restructures, ensuring the use of consistent terminology.

10.Collect, open and distribute departmental mail.

11.Carry out filing on a regular basis and archiving on an annual basis.

12.Monitor absence information for all departments and the submission of self certification documents or medical certificates from individuals, advising HR Advisers as appropriate.

13.Monitor all fixed term contracts and temporary changes to working arrangements to ensure appropriate follow up action is taken in good time prior to the end date.

14.Run regular reports including sickness absence data, employee turnover, workforce demographics using HRIS.

15.Produce written procedures for all HR administrative processes and ensure that they are kept up-to-date

16.Provide advice and guidance to line managers and employees in relation to HR processes.

17.Ensure that the HR section of Staffnet remains up-to-date.

18.Order and maintain stationery supplies for the HR department.

19.Respond to external requests for data or information.

20Provide administration support for learning and development including logging and tracking information relating to training and qualifications.

21.Ensure that employee files contain all the required information and that the files and office working areas are compliant with the Data Protection Act.

22.Work flexibly and assist other members of the HR team as required.

General Responsibilities

All employees are expected to:

  • Work in a manner which supports the College’s core values, quality requirements and continuous improvement ethos.
  • Undertake their duties in accordance with College policy and procedures, particularly with respect to Human Resources policies and procedures, equality and diversity policies and procedures and the Corporation’s Health and Safety at Work policies and procedures.
  • Keep abreast of developments in their own area of expertise and undertake professional development opportunities where identified and approved, subject to funding, to ensure continued effective performance in the role
  • Abide by the Corporation’s policy on the confidentiality of data stored electronically and by other means in line with the Data Protection Act.

Other Reasonable Duties

This Job Description sets out the main duties of the post at the date when it was drawn up. Such duties may vary from time to time without changing the general character of the post or the level of responsibility entailed. Such variations are a common occurrence and cannot of themselves justify a reconsideration of the grading of the post. This list of duties is not exhaustive and from time to time staff will be asked to undertake any other reasonable tasks in relation to their role.

Safeguarding

The College is committed to safeguarding and promoting the welfare of children and young people and expect all staff and volunteers to share this commitment. We will ensure that all our recruitment and selection practices reflect this commitment. All successful candidates will be subject to Disclosure and Barring Service checks along with other relevant employment checks.

Updated January 2016