In each and every appointment for employment at Tai Poutini Polytechnic, the employer is the Chief Executive of the institution.

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1 Position Description and Person Specification HR Advisor In each and every appointment for employment at Tai Poutini Polytechnic, the employer is the Chief Executive of the institution. Conditions of Service: Reporting to: Position Status: Allied Staff Collective Agreement or Individual Employment Agreement HR Manager Full time, permanent Remuneration: Starting Salary Range $45,000 to $65,000 Functional Relationships: Internal: All staff and managers Payroll Officer External: Trade Unions Professional Groups General Public Purpose of Position: The HR Advisor is responsible for delivering a proactive and flexible HR Service by providing high quality, relevant and appropriate HR advice and support to all managers and employees nationally, whilst driving best practice and ensuring compliance with all organisational procedures, documented policies and employment legislation. TPP prepares students for leadership roles involves the development of complex skills that can often be developed best by real-life active learning experiences, collaborative problem solving, and exposure to challenging situations through experiential learning. Primary Objectives: Undertake the full range of functions for recruitment, selection and appointment of staff Contribute to the development, implementation and monitoring of policies and procedures based on relevant legislation and contemporary HR management practices which provide an effective, consistent and timely delivery of HR Services to TPP to support organisational needs. In consultation with the HR Manager, provide a comprehensive service on employment relations, performance management, employment contracts, induction, remuneration, and employment law to line managers and staff Supervise and support the Payroll function and associated reporting Assist in the monitoring of HR compliance and undertake general HR administrative functions Undertaking HR projects to ensure HR are continuously improving and delivering a high quality service to the organisation.

2 Key Responsibilities/Accountabilities: Recruitment, Selection and Appointment Undertake the full range of functions for recruitment, selection and appointment processes within agreed timeframes, including advice and support to line management, drafting and placing advertisements, drafting interview questions, interviewing candidates, preparation of selection reports, constructing offers of employment and tracking the process throughout. Liaise with recruiting managers on interview schedules and books rooms, travel, accommodation if required. Prepare offers of appointment, employment contracts and any other employment related documentation. Develop and review new employee induction and coordinates orientation with department managers. Documentation process is tracked so that IEAs are completed in a timely manner. Works with the HR Administrator to ensure that documentation relating to training and development, performance management (PDPs), salary increments and promotion, and termination of employees are kept up to date. Develop, coordinate, monitor and evaluate staff induction and exit interview processes and make recommendations as appropriate. Completes all administration in an accurate and timely manner Co ordination and facilitation of recruitment and selection activity in accordance with organisational policy and procedure Sensitivity, confidentiality, efficiency and courteousness is evidenced in all communication Feedback from stakeholders All employment applications are acknowledged All employees have the correct documentation prior to commencement and personnel files established. Policy, Procedures, and Compliance Contribute to the development, implementation and monitoring of HR Policies, guidelines, procedures and processes which provide an effective, consistent and timely delivery of HR services to the organisation. Ensure Employment Relations matters are handled fairly and consistently in line with legal and company requirements. Development, and maintenance of employment letters and contracts to ensure they meet relevant legislation and the collective agreements in place Keeps up to date with developments in employment legislation and human resources best practice, knowledge sharing within the team to ensure continuous development and improvement in the service offered. Areas of possible financial and/or legal risk are identified and raised promptly with Management Management and Staff are consulted on changes to Policy and decisions and practices reflect best practice at all times Relationships with Unions and other organisations are harmonious and productive

3 HR Advice and Guidance To be a point of contact for HR queries. Provide a high quality and responsive HR service through appropriate operational HR advice, guidance and support to all levels of the business to improve and build on business goals. Work in partnership with line managers and provide support and advice on performance management, employee relations, resourcing and staff management/development. Performance management record keeping and improving tracking systems; Works with Managers to ensure performance appraisals are completed and all staff salary progressions and increases are processed in an accurate and timely manner. Provide an advisory service to employees ensuring that they are fully aware of their rights and entitlements. Those seeking support and advice receive a positive and timely response Those seeking support and advice report that they have confidence in the service provided and that their requirements have been satisfactorily met and in a timely manner Less experienced Managers receive appropriate information, training and support to enable them to appropriately fulfill their staff management responsibilities without undue risk to the organisation. A proactive approach is taken to the management and maintenance of records. Payroll, Systems and Reporting Provide support and supervision of payroll function, including checking of payroll reports each fortnightly payrun. Set up reporting mechanisms for data requirements for the organisation including turnover, exit data, staff surveys, recruitment response rates. Assist with the provision of report requirements for the organisation including producing regular and ad hoc reports from the payroll and HR systems for the HR Manager, Chief Financial Officer and management Responsible for updating and maintaining accurately the HRIS database with essential personnel data Less than 3% errors in payroll each month Accurate reports provided to HR Manager and management with suitable analysis General Assisting with the day to day efficient operation of the HR office. Participating in the continuous improvement of the HR administrative systems Support and assist with the remote working nature of some of the organisation, but being accessible to everyone nationally. Compliance with all relevant legislative and Code of Practice requirements, including but not limited to, Public Finance Act, Code of Practice for Pastoral Care of International Students, Consolidated Code of Staff Ethics. To work with the HR Manager and management team on new HR initiatives. These projects will change over time but may include a review of the induction processes, staff handbooks, preparation of HR training material, cultural Participate in regular team meetings Projects are completed in a timely manner Project outcomes reflect consultation and meet organisational requirements Participates on various committees / projects.

4 surveys, mentoring programme Health and Safety Take all practicable steps to ensure the Employee s health, safety and welfare. Comply with the requirements of any safety codes set down from time to time by the Employer, or by the Ministry of Business, Innovation and Employment. If the Employee is in any way involved in an accident while engaged in work for the Employer, he/she agrees to advise the Employer of the details of any such accident without delay. The Employee will log any incident or injury that has occurred in the accident register provided by the Employer on the day the accident occurs. Compliance to TPP Health and Safety Policy and the Health and Safety in Employment Act 1992 Ensure that all incidents and accidents are reported without delay Safety meetings are held and records kept All employees are aware of the risks and hazards associated with their tasks and environment. Person Specification: These requirements are representative, but not all inclusive, of the knowledge, skill and ability required to lead as the organisation s HR Advisor. Education Tertiary qualification in Human Resources is desirable, or alternatively, demonstrated sound Human Resources practice obtained through experience. Knowledge of contemporary New Zealand employment related legislation. Experience Experience in a generalist HR position, Recruitment or HR Administration Experience of working in a unionised environment preferable Knowledge Understanding of core Human Resources and Employee Relations concepts and best practice Comprehensive knowledge of Employment Legislation and the implications of these on Employers Understanding of bicultural issues, including the Treaty of Waitangi Skills Proven organisation and time management skills High standard of oral and written communication skills Ability to make decisions and problem solve in short time frames Competent in Microsoft Word, Excel and Access Facilitation and negotiation skills Ability to interpret and apply employment agreements

5 Personal Qualities Ability to work/liaise closely with staff at all levels of the organisation Ability to work as an effective member of a team, also remotely working colleagues High level of personal initiative and motivation The ability to establish credibility with ease. A pro active and independent attitude that will allow you to take the lead on projects. Demonstrated integrity, respecting confidentiality and sensitivity of information Ability to work with a high degree of diplomacy and co operation Demonstrated ability to work flexibly, be versatile, innovative and to be able to accept and adapt to change Ability to effectively manage multiple demands, reprioritise appropriately and meet deadlines Ability to demonstrate sensitivity and be accommodating to cultural and other differences

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