Application Information Pack HR Assistant Maternity cover Fixed term contract 10 months

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1 Application Information Pack HR Assistant Maternity cover Fixed term contract 10 months

2 Introduction to Girlguiding Thank you for your interest in the role of HR Assistant (maternity cover).this document provides information relating to the above vacancy and should be used for information purposes only. The information does not form part of the terms and conditions of employment. We are the largest voluntary youth organisation in the UK, with more than half of the female population involved in guiding at some point in their lives. We are a registered charity with a Royal Charter and Bye Laws. We are dedicated to enabling girls and young women to develop their potential and to make a difference in the world. Through a range of exciting activities and challenges chosen by the girls, we provide opportunities for our members to gain self-confidence and self-esteem within a safe, female-only space, enabling girls and young women to develop their potential and to make a difference to the world. Our income comes from: Membership Subscriptions Trading Income Investments Fundraising We have over 240 employees based throughout the UK: at our Commonwealth Headquarters in central London, Trading Service in Cheshire, and Training and Activity Centres in Hampshire, Sussex and Lancashire. In 2013, Girlguiding had more than half a million members including both girls and adults. We are a member of WAGGGS (World Association of Girl Guides and Girl Scouts); which operates in 145 countries and has 10 million members.

3 Organisational chart Chief Executive Deputy Chief Executive Director of Guiding Services Director of Communications & PR IT Services Finance Human Resources Projects Trading Service Training & Activity Centres Youth Programmes Quality & Membership Development Volunteer Support Digital Communication Fundraising & Marketing Executive Directorate SMT

4 The role of HR Assistant (maternity cover) Girlguiding is recruiting a HR Assistant, reporting to the HR Advisor, to work within our Strategic Resources Directorate on a ten month fixed term contract (maternity cover) starting in March The HR Assistant will be required to manage the process of recruitment and selection including creating and placing adverts, answering queries from job applicants and managers, setting up and managing the interview process, follow up references and send appointment and rejection letters. He or she will also be required to assist with disciplinary, grievance or redundancy meetings and manage the organisational electronic holiday system as well as provide support to the Payroll Officer when required. The post holder must have previous HR experience within an HR Department and a Degree, CIPD Level 3 or equivalent qualification as well as ability to balance and prioritise routine work with projects and meet deadlines whilst balancing workloads under pressure. He or she must also excellent communication skills and the ability to analyse information and resolve problems as well as build positive relationships with various stakeholders. Due to the nature of the work, weekend working may be required, occasionally at sites outside of London, for which time off in lieu will be taken. Applications The closing date for applications is 01 February Please complete the application form and equal opportunities monitoring form and return by to Alternatively, post to Human Resources, Girlguiding, Buckingham Palace Road, London SW1W 0PT. Candidates will be shortlisted on the basis of the application form. Those who are successful at this stage of the process will be invited to attend an interview. Unfortunately we are unable to give feedback to those who are not shortlisted; however, we will, if required, provide feedback to those who have attended an interview. Interviews Interviews will be held in the week commencing 09 February 2015 at Girlguiding, Portland House, Bressenden Place, London SW1E 5RS. Please note that it is not Girlguiding s policy to reimburse applicants in respect of travel expenses to attend interviews.

5 Job Description Basic job details Band 14 Job Title: HR Assistant Department: Human Resources Reports to: Human Resources Adviser Overall purpose of job To manage the administration of the Recruitment and Selection process for Girlguiding. To provide support for the HR Advisor and Head of HR with all areas of HR work. Main areas of responsibility To manage the process of recruitment and selection. This includes creating and placing adverts, answering queries from job applicants and managers, setting up and managing the interview process, follow up references and send appointment and rejection letters. To provide support for the Payroll Officer. This involves updating the Payroll database by processing leavers, inputting new starters on the system and making other necessary changes as requested. Carry out payroll checks on a regular basis and communicate discrepancies to the Payroll Officer. To provide quarterly and annual HR reports in relation to sickness, turnover and diversity. To deal with enquiries from staff and managers regarding payroll in the absence of the Payroll officer. To respond to general HR queries by telephone and . To monitor probationary periods for all staff. To assist with disciplinary, grievance or redundancy meetings. This includes taking minutes. To process CRBs when required and prepare offer letters and contracts of employment and amendment letters. To maintain HR.Net, inputting new starters onto ADP and general updates where appropriate. To assist the HR Advisor and the Head of HR with HR projects. To manage the organisational electronic holiday system, making adjustments as needed. To check and amend all job descriptions to ensure they are in line with the organisational guidelines. To provide cover for others in the team.

6 Knowledge and skills To have experience of working within a HR Department. To have excellent attention to detail. To use discretion and work with confidential information. Problem solving To respond to queries/problems from employees, line managers and external stakeholders on a daily basis, escalating where appropriated to the HR Advisor. These will be varied and may be complex and may include payroll queries and requests for information about Girlguiding policies. Innovation To use initiative when looking at the HR processes currently in place and suggesting new and improved solutions. To provide information relating to HR Policies and Procedures as and when requested as well as be proactive in providing help and assistance. To update processes and procedures relating to HR and in particular recruitment and selection administration. Planning & decision-making To work with the HR Advisor and the HR team to ensure that timelines are met to deliver key HR services. To ensure work is prioritised appropriately making informed decisions on unclear issues by looking at all the possible solutions. Interpersonal skills To establish strong working relationships with the HR team as well as internal and external stakeholders ensuring that HR services are carried out in a professional manner. To liaise extensively with all departments in Girlguiding. People development and leading The post holder will not have any formal or informal responsibility for guiding and supervising others.

7 Monetary responsibility: To negotiate good deals for job adverts and agency fees, ensuring that the recruitment and selection budget is managed effectively. Additional information The post holder will have access to confidential data and information. It is essential that a confidential approached is maintained and that discretion is used at all times to ensure no material/information is leaked from the department to any unauthorised parties. To undertake any other duties that may reasonably be required to fulfil the duties of this post.

8 Person Specification Criteria Assessment Essential or Desirable Skills Computer Literate, experience in the use of Microsoft Office, including Word, Excel and PowerPoint A Essential Written Communication Skills able to deal with A T Essential correspondence, write management reports, produce procedures and operating instructions Verbal Communication Skills able to convey complex I T Essential information to customers and staff accurately and effectively Ability to build positive relationships with customers, I Essential suppliers, & staff at all Girlguiding sites Ability to successfully participate in team working A I Essential Ability to analyse information and resolve problems I Essential Ability to work on own initiative and take appropriate I Essential decisions Ability to balance and prioritise routine work with projects and meet deadlines whilst balancing workloads under pressure I Essential Experience of Previous HR experience within an HR Department A Essential Experience of an HR and or Payroll software package A Desirable Experience of office administration and working in an A I Essential office environment, including setting up and maintaining an admin system. Experience of setting up and maintaining an administrative system. A I Desirable Knowledge of Knowledge and understanding of HR and Recruitment best A I T Desirable practice, processing & methods Degree, CIPD Level 3 or equivalent qualification A Essential Values Understanding of working in an equal opportunities I Essential environment and the impact on the employment Commitment to continual professional development I Essential A = Application Form I = Interview T = Test

9 Terms & Conditions Contract Type This post is for a period of ten months on a fixed term contract (maternity cover). Location You will be based at Girlguiding, Buckingham Palace Road, London SW1W 0PT. However, on occasions you may be required to perform your duties, on a temporary or permanent basis, from any other Girlguiding premises within a reasonable travelling distance of this location. You may be required to travel inside the UK on business of the Organisation. Salary/Rate Your salary for the position is 29, per annum (including London Weighting) pro rata. Working Hours Normal hours of work are Monday to Friday 9am to 5pm with one hour for lunch. However, you may be required to work at times other than and in addition to your normal hours of work. Probationary Period The post will be subject to a probationary period dependent on the duration of the contract. Length of Contract Up to 3 months Up to 6 months Up to 9 months Up to 12 months Probationary Period 1 week 1 month 2 months 3 months Medical and Criminal Records Check This post may involve substantial access to young people and it may be a requirement under The Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 that you submit a criminal record disclosure check. Upon successful appointment, you will be required to complete a medical questionnaire and criminal records check. Employment is subject to satisfactory receipt of a medical and criminal records disclosure check. Holidays 25 days paid holiday per annum plus bank holidays. This increases after two years services as on 1 January to 26 days, and then a further one day for every two years of service, up to a maximum of 30 days for 10 years service and above. Holidays and bank holiday allowance will be pro-rata for part-time and fixed-term employees.

10 Terms & Conditions Notice Period During the probationary period, the period of notice required is one week by either party; and four weeks thereafter. Benefits Pension Scheme Upon completion of three months service you will be eligible to join the Girlguiding Group Personal Pension scheme. The scheme is contributory. Full details are available from Human Resources. Simply Health You will have access to a voluntary healthcare plan that provides cash to employees to cover the cost of everyday healthcare, dental and optical bills. For more information regarding the employee benefits at Girlguiding, please refer to the Employee Benefits Guide in the benefits section of the website.

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