UNIVERSITY OF SOUTH WALES

PRIFYSGOL DE CYMRU

Human Resources

HR Assistant (Ref: U009150)

Grade C, *£20,411 - £23,557 per annum

*appointment will be made to the minimum of the scale

Permanent Contract

The Human Resources department is seeking to recruit a HR Assistant. The successful candidate will provide financial administration and specific HR administrative support to key members of the OD/HR Department, as directed, together with the provision of a first class reception service.

This position is based at Treforest Campus of the University of South Wales.

The terms and conditions of the post (including grade and salary) will be those of the University of South Wales.

JOB DESCRIPTION

Title: HR Assistant
Type of Contract: Permanent/Full Time
Grade: C
Responsible to: HR Operations Manager
Main Purpose of the Job:
To provide financial administration and specific HR administrative support to key members of the OD/HR Department, as directed, together with the provision of a first class reception service.
Principal Duties and Responsibilities:
Provide a first class reception service to all callers and visitors, ensuring the highest standards of customer service at all times
Provide the HR Department’s financial administration including ordering, tracking and payment of invoices
Liaise with the Finance Department regarding Budgetary Control Statements and routine financial enquiries
Organise meetings, prepare and issue agendas, book and prepare meeting rooms and arrange hospitality requirements (as necessary and appropriate) in the following areas:
o  HR Management Team
o  Equality & Diversity (Group and Sub-Group meetings)
o  HR Partner Team (Casework meetings)
o  Departmental Team Meetings
Take minutes at business meetings (trade unions, management, etc) and departmental meetings
To undertake routine research assignments both on-line and through stablished networks eg Universities HR network
Maintain an effective system for the distribution and communication of information throughout the department
Undertake some diary support for SMT Members
Prepare papers for meetings and ensure meeting files are up to date
Organise and maintain filing systems, both electronic and manual.
Provide general administrative within the department eg with regard to new starters and hourly paid staff
To fully participate in the University’s Development and Review Scheme (DPR).
Operate in such a way as to ensure personal health and safety and that of colleagues and visitors to the department.
Undertake other such duties as assigned in order to fulfil the requirements of the post

PERSON SPECIFICATION

SKILLS AND ABILITIES
Essential / Desirable
a)  Organisational and administrative skills – able to manage detail meticulously in the context of wider goals
b)  Ability to distil and organise key information from a variety of sources
c)  Ability to work under pressure and sometimes alone in a professional and focused manner
d)  Able to communicate professionally with customers and colleagues on the phone, face to face and in writing.
e)  Effective problem solving abilities
f)  Able to act on own initiative as appropriate and without the need for constant guidance / g)  Ability to speak Welsh
h)  Financial acumen
KNOWLEDGE
Essential / Desirable
i)  Highly proficient in use of Microsoft Office software
j)  Awareness of confidentiality protocols and principles / .
EXPERIENCE
Essential / Desirable
k)  Worked as an administrator in a confidential office environment
l)  Ordering, invoicing and general accounts experience
m)  Experience of minute/note taking in highly charged environments
n)  Undertaking research on routine matters of interest and business need / o)  Experience in working in a HR Department
p)  Experience of HR MIS
TRAINING
Essential / Desirable
q)  Minute Taking
r)  Customer Service and Telephone Skills
OTHER REQUIREMENTS
Essential / Desirable
s)  A strong commitment to customer care and service delivery / t)  Ability to speak Welsh