Decision under Delegated Powers

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1 Decision under Delegated Powers Officer Requesting Decision (if necessary) Improvement and Organisational Development Manager Officer Making the Decision Head of Strategic Support Recommendation That in line with HR recommendations, the two 21-hour posts of HR Admin Assistants, M275, be re-graded from Scale 3 to Scale 4 with effect from 1 st December Reason Following a recent review it was agreed that the Job Description for these posts needed amending to fully reflect the responsibilities of the roles. Following a revision of the Job Description and the Person Specification and a subsequent Job Evaluation by HR the post has been re-graded as a Scale 4 from Scale 3. Authority for Decision The Chief Executive as, Head of Paid Service has delegated authority to agree changes to the establishment within budget and without major service or policy implications, affecting no more than five posts (irrespective of their post number ) in any single case (item 6 on page 8-4 of the constitution. This has been further subdelegated by the Chief Executive to Heads of Service in certain circumstances (DD ref 28 11/12). These proposals fall within the limit of the authority of the relevant Head of Service. Decision and Date

2 Background In February 2014 the HR transactional service was brought back in-house from Leicestershire County Council, who had been providing the service for 3 years previously. This resulted in the creation of 2 part time posts, HR Administration Assistants at Scale 3, both working 21 hours, reporting to the Improvement and Organisational Development Manager. By creating these posts as a job-share with a total of 42 hours, they provide some resilience for holidays and sickness. Two permanent members of staff were recruited into these roles and started on 27 th May When the initial JD and PS was created it was based on information provided by the Employee Service Centre and very few processes were handed over. Therefore the probation period has provided opportunities to refine the job description and person specification based on new processes that have been implemented, a new itrent recruitment system and the actual duties that the roles are now performing. It has therefore become apparent that the requirements of the role are higher than scale 3, and as such the job description and person specification were amended to reflect the reality of the roles. Comments from HR HR Advisor: Pet Rose Summary of Comments from HR: HR has confirmed that the job evaluation for the amended job description and person specification re-graded the role as Scale 3 to Scale 4. HR seen recommendations (both draft and final, if amended): Y Financial Implications The maximum cost of re-grading 2 21 hour posts, M275, from Scale 3 (Scp 14-17) to Scale 4 (Scp 18-21) is calculated as 3500 for a full year. For the remainder of the maximum cost difference will be There is currently 230,700 budget on A020, for Leicestershire County Council (E0218). Of this 180,000 is required for the HR Strategy and Advice service that is still provided by LCC. The remainder is used for any adhoc HR consultancy that is required over and above the contract. As this budget code was originally used for the provision of the HR service by LCC and was used for the creation of the 2 new HR Admin Assistant posts, it makes sense that this budget funds the regrade. Therefore for this will be 1167 and for onwards it will be 3500.

3 Risk Management No specific risks have been identified. Risk Identified Likelihood Impact Risk Management Actions Planned None identified Key Decision: No Background Papers: M275 HR Admin Assistant JD PS Final M275 HR Admin Assistant JD PS Oct 2014 Final

4 Division: Job Title: Grade: Post Number: Base/Location: Responsible To: Responsible For: Key Relationships/ Liaison with: Improvement and Organisational Development HR Admin Assistant Scale 3 (part-time 21 hours) M275 Council Offices, Southfield Rd, Loughborough Improvement and Organisational Development Manager No staff Managers and LCC HR advisers Job Purpose To support the administration of the day-to-day operations of the human resources function by supporting HR processes and processing employee data using the HR system, itrent. Main Duties and Responsibilities To support efficient, accurate and timely HR processes including: recruitment and selection; issuing contracts; maternity and paternity leave 1. and other forms of special leave; other terms and conditions of employment, using Council systems where appropriate to agreed standards and key performance indicators. 2. To be responsible for creating and maintaining HR systems data in itrent to agreed procedures and standards. 3. To be responsible for creating and maintaining HR process documentation, records and data to agreed procedures and standards. 4. To receive and resolve straightforward queries from employees/managers. 5. To escalate queries to colleagues when appropriate. 6. To contribute to HR transactional work using HR systems when required. 7. To work closely with the Systems & Information Officer to process and report on employee data in itrent. 8. To be responsible for processing and maintaining employee documentation

5 and personal files. To ensure confidentiality is maintained in respect of employee information and is stored in line with Data Protection legislation and County Council requirements. To ensure consistency and integrity of data is maintained within HR systems Provide support to the HR and Payroll teams and other colleagues as appropriate. Delivery of an effective and appropriate service to all service users, fairly and without discrimination As a term of your employment you can be required to undertake such other duties commensurate with your grade, and/or hours of work, as may 13. reasonably be required of you at your initial place of works or at any other of Authority s establishments. Special Factors This job description outlines the main duties and responsibilities of the position and is designed for the benefit of both the postholder and the Council in understanding the prime functions of the post. It should not be regarded as exclusive nor exhaustive as there may be other duties and requirements associated with and covered by the grading of the post. This job description is current at 17 th January Management have the right to vary the duties after consultation with you. This job description sets out the duties and responsibilities of the job at the time when it was drawn up. Such duties and responsibilities may vary from time to time without changing the general character of the duties or the level of responsibility entailed. Such variations are a common occurrence and cannot in themselves justify a reconsideration of the grading of the job. Charnwood Borough Council is seeking to promote the employment of disabled people and will make any adjustments considered reasonable to the above duties under the terms of the Equality Act 2010 to accommodate a suitable disabled candidate. Date Prepared/Revised:

6 Division: Job Title: Grade: Post Number: Improvement and Organisational development HR Admin Assistant Scale 3 (part-time 21 hours) M275 Qualifications Relevant NVQ Level 2 qualification or equivalent qualification or equivalent level of appropriate experience Experience Essential Desirable How assesse d App/Doc Knowledge and experience of using standard software packages, i.e. major components of Microsoft Office (Word and Excel), web editing or equivalent Experience of maintaining and reporting on data or statistical information Experience of working with HR systems Experience of working with itrent (HR system) Experience of working in an HR/payroll environment Experience of working in administration Skills/Knowledge Attention to detail with a focus on accuracy and quality Ability to organise and prioritise their work

7 Written and verbal communication Numerical skills Ability to effectively resolve queries by liaising with internal and external colleagues Ability to meet deadlines Ability to work effectively as part of a team Customer care skills Other requirements Factors not already covered Professional appearance commensurate with representing Charnwood Borough Council Int Must be able to perform all duties and tasks, with reasonable adjustment, where appropriate, in accordance with the provisions of the Equality Act 2010 Int/Med Key: App = Application form Test = Test Int = Interview Pre = Presentation Med = Medical questionnaire Doc = Documentary evidence (e.g. certificates) Prepared by: Rachel Beaumont Date: 17 th January 2014

8 Division: Job Title: Grade: Post Number: Base/Location: Responsible To: Responsible For: Key Relationships/ Liaison with: Improvement and Organisational Development HR Admin Assistant Scale 4 (part-time 21 hours) M275 Council Offices, Southfield Rd, Loughborough Improvement and Organisational Development Manager No staff Managers and LCC HR advisers Job Purpose To administer the day-to-day operations of the human resources function by supporting HR processes and processing employee data using the HR system, itrent. Main Duties and Responsibilities To administer the recruitment and selection process, including working with 1. managers, providing guidance where required and liaising with 3 rd party publishers for external adverts. To deliver efficient, accurate and timely HR processes including:; issuing 2. contracts; maternity and paternity leave and other forms of special leave; other terms and conditions of employment and adapting standards letters to reflect specific requirements. 3. To create and maintain HR systems data in itrent to agreed procedures and standards. 4. To create and maintain HR process documentation, records and data to agreed procedures and standards. 5. To receive and resolve queries from employees/managers regarding recruitment, contracts, leave and terms and conditions of employment. 6. To ensure all right to work documents, DBS and other associated checks and processes are complete. 7. To process and advise on GCSx checks and basic disclosure check

9 through Disclosure Scotland. 8. To deliver specific small projects as required (e.g. flu jabs advertising, booking). 9. To escalate queries to HR adviser colleagues when appropriate. 10. To be responsible for the administration of long service awards. 11. To liaise with the Systems & Information Officer to process and report on employee data in itrent and provide limited cover for the role as required. 12. To process and maintain employee documentation and personal files. To ensure confidentiality is maintained in respect of employee information 13. and is stored in line with Data Protection legislation and County Council requirements To ensure consistency and integrity of data is maintained within HR systems. Provide support to the HR and Payroll teams and other colleagues as appropriate. Delivery of an effective and appropriate service to all service users, fairly and without discrimination As a term of your employment you can be required to undertake such other duties commensurate with your grade, and/or hours of work, as may 17. reasonably be required of you at your initial place of works or at any other of Authority s establishments. Special Factors This job description outlines the main duties and responsibilities of the position and is designed for the benefit of both the postholder and the Council in understanding the prime functions of the post. It should not be regarded as exclusive nor exhaustive as there may be other duties and requirements associated with and covered by the grading of the post. This job description is current at 17 th January Management have the right to vary the duties after consultation with you. This job description sets out the duties and responsibilities of the job at the time when it was drawn up. Such duties and responsibilities may vary from time to time without changing the general character of the duties or the level of responsibility entailed. Such variations are a common occurrence and cannot in themselves justify a reconsideration of the grading of the job. Charnwood Borough Council is seeking to promote the employment of disabled people and will make any adjustments considered reasonable to the above duties under the terms of the Equality Act 2010 to accommodate a suitable disabled candidate.

10 Date Prepared/Revised:

11 Division: Job Title: Grade: Post Number: Improvement and Organisational development HR Admin Assistant Scale 4 (part-time 21 hours) M275 Qualifications Relevant NVQ Level 3 qualification or equivalent qualification Essential Desirable How assesse d App/Doc OR Equivalent level of appropriate HR experience as described below Experience App/Doc Experience of working in an HR/payroll environment Experience of working with HR systems Knowledge and experience of using standard software packages, i.e. major components of Microsoft Office (Word and Excel), web editing or equivalent Experience of maintaining and reporting on data or statistical information Experience of working with itrent (HR system) Skills/Knowledge Attention to detail with a focus on accuracy and quality Ability to organise and prioritise their work

12 Written and verbal communication Numerical skills Ability to effectively resolve queries by liaising with internal and external colleagues Ability to meet deadlines Ability to work effectively as part of a team Ability to work on own initiative Customer care skills Other requirements Factors not already covered Professional appearance commensurate with representing Charnwood Borough Council Int Must be able to perform all duties and tasks, with reasonable adjustment, where appropriate, in accordance with the provisions of the Equality Act 2010 Int/Med Key: App = Application form Test = Test Int = Interview Pre = Presentation Med = Medical questionnaire Doc = Documentary evidence (e.g. certificates) Prepared by: Rachel Beaumont Date: 9th October 2014

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