JOB DESCRIPTION. HR and Business Support Administrator. Responsible for: Date: February 2013 JOB PURPOSE

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1 JOB DESCRIPTION Job Title: HR and Business Support Administrator Reports to: Chief Operating Officer Responsible for: N/A Date: February 2013 JOB PURPOSE To provide the effective delivery of the HR function and support HR best practice for Blue Sky staff and employees 1. To assist the Chief Operating Officer in providing an efficient business support function KEY TASKS Recording and Reporting To work closely with the operations team and Resettlement Officer to issue appropriate contractual paperwork for our employees. Control the recording, filing, retrieval and correspondence related to Blue Sky employees. To maintain accurately the enrolment database and HR database. Performance Management To organise the probationary review system. To organise the annual appraisal and 6 monthly appraisal process. To implement staff surveys, including exit interviews. Employee Relations To provide HR support to managers and employees in line with Blue Sky s policies and procedures. To assist with disciplinaries and grievances and ensure they comply with Blue Sky s policies and procedures To ensure policies and the company handbook remain up to date and in line with current legislation. Recruitment To assist with staff recruitment: Creating job descriptions, person specifications and adverts to reflect recruiting manager s requirements. Placing and managing all adverts on job boards and the Blue Sky website. Managing the shortlisting and interviewing process. 1 Staff relates to those people with a permanent contract, paid via the monthly payroll. Employees relates to our ex-offender team-workers who are on 6 month contracts and who are paid via the weekly payroll.

2 Managing the on-boarding of all staff to include issuing contractual paperwork, organising inductions and liaising with finance to set them up on payroll. Training To assist with the organisation of staff training: To organise all staff training and inform finance of costs To maintain an up to date record of all staff training To collate all Training Evaluation Forms Business Support To work with the COO to provide a business support function to include: To manage the purchasing of all office supplies (e.g. Telephones, IT, Stationery, business cards) To help Blue Sky to retain quality accreditations (IIP and ISO14001) with support from Groundwork South. To assist the Development Officer in maintaining the company website. To take on additional ad hoc administrative tasks as required. Additional Responsibilities In carrying out the objectives, the postholder will be expected to: Undertake training relevant to the post and to personal development. Comply with the Trust s Equal Opportunities policy and procedures in the workplace. Ensure that Health and Safety procedures are observed at all times. Comply with the Trust s no-smoking policy in the workplace. Contribute to the Trust s work maintaining the Investors In People accreditation. Contribute to the Trust s work maintaining the BS 8555 Environmental Management Standard. To comply with Trust s security procedures. Any other duties as may be required This job description gives a general outline of the post and is not intended to be inflexible or a final list of duties. It may therefore be amended from time to time in consultation with the post holder. I have read and agreed that this job description accurately defines the role. Signed: Printed: Date:

3 Person Specification: HR and Business Support Administrator Note to Applicant: When completing your application form you should demonstrate the extent to which you have the necessary education, experience, knowledge and skills identified as a requirement for the post. Criteria Essential (E) or Desirable (D) Education and Qualifications Degree educated, in a relevant discipline, e.g. business, psychology, criminology (E) Knowledge Some knowledge of what constitutes good HR practice (D) Understanding of effective data and information recording and management (E) Knowledge and/or experience of the criminal justice system (D) Experience Relevant work experience and evidence of interest in social enterprise / voluntary sector Well developed interpersonal skills (E) Experience of end to end project or initiatives (E) Empathy with the challenges that ex-offenders face in gaining employment (D) Skills: Excellent communication and Customer Focus presentation skills, both written Team Working Shortlisted Criteria Evidenced

4 Communication Resource Awareness Results Orientation Respecting Diversity and Equal Opportunities Managing and enabling people (if applicable and verbal (E) Excellent IT skills using the Microsoft office package (E) Excellent organisational skills with attention to detail.(e) Strong team player with the ability to build relationships at all levels within the organisation.(e) Ability to be highly self motivated (E) A proven ability to think creatively, problem solve and work on own initiative with minimal supervision. Ability to manage workloads and competing priorities in and often deadline oriented environment. Special Requirements In order to carry out the duties of this post you must hold a full driving licence and have access to a car. (E)

5 TERMS AND CONDITIONS Salary: Contract: Hours of work: Place of work: Holidays: Benefits: Medical: References: Proof of Eligibility to work in the UK Training: Special Requirements 18,000-20,000 per annum 1 year fixed-term contract Your normal hours of work are 37 hours each week excluding a daily lunch break and travel to and from the main place of work. Your normal place of work will be Colne Valley Park Centre, Denham Court Drive, Denham, Uxbridge UB9 5PG 25 working days plus 8 statutory holidays (pro rata for part time workers) in each holiday year (which runs from the 1 st January to 31 st December). We are currently using AEGON.Scottish Equitable for our pension scheme. All staff are eligible to join the pension scheme for an employer s contribution after six months of employment. Groundwork Thames Valley contributing 8% of salary and the employee contributing a minimum of 5% of their salary. Contributions to the scheme are made using salary sacrifice. Under this process you agree to give up the right to receive part of your gross pay and Groundwork Thames Valley agrees to pay an equivalent amount straight in to the pension plan as a Company contribution. This will result in a slightly lower taxation charge for you and a reduction in your National Insurance contributions. In addition, Groundwork Thames Valley will not pay National Insurance (NI) on the reduced salary and will reinvest their NI saving back in to your pension plan so your total pension contributions will increase Life Cover with Canada Life is provided to all staff after six months of employment. In the event of your death before age 65, the Trust will provide your beneficiaries with cover equal to 4 x salary TOIL Time Off In Lieu - Although there is no overtime paid by the Trust; the Trust has a Time Off In Lieu system in place. TOIL is normally time spent at weekend and evening events/meetings or extra work as requested by your line manager. Child Care Vouchers with Busy Bees LOOK OUT Call An alert system used by lone workers. It operates via a normal mobile phone. It automatically contacts nominated colleagues whenever a lone worker is overdue from an appointment or if the lone worker has pressed the panic button. You must be considered medically fit to undertake this position and will be required to complete a medical assessment form Employment to this post will be subject to receiving two satisfactory references Evidence provided to comply with the Immigration, Asylum and Nationality Act 2006 Identified through the induction and appraisal process and supported by our commitment to the Investors in People Standard In order to carry out the duties of this post you must hold a full driving licence and have access to a car