Job description. HR Service team

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1 Job description HR Assistant Immediate team HR Service team HR, IT & customer services Line manager s job title Business support manager Number of direct reports None Salary and grade Starting salary 19,021, Grade 3 Duration of role Permanent Hours per week 37 hours per week Location Crowmarsh Gifford Employing council South Probationary period Six months Notice period One month Annualised hours apply Yes DBS check required Yes Date job description updated October 2013 About the role and what we re looking for We are looking for someone to join the HR team working across South Oxfordshire and the Vale of White Horse District Councils. The focus of the role is to complete all HR processes and other processes carried out by the HR team such as new starters, leavers, payroll, invoicing, freedom of information requests and producing accurate HR reports and letters to employees. We require someone with an extremely strong customer focus and an ability to be flexible working on a very broad range of tasks (for example able to manage four distinct inboxes). Recruitment post job adverts internally and externally close vacancies, process applications and co-ordinate interview schedules filing recruitment documents and updating the HR system produce employee contracts administer the new starter process including administering Disclosure and Barring Service (DBS) checks co-ordinate new employee/starter process Learning and Development administer all internal training course bookings by liaising with external training providers and ensuring that material and rooms are prepared in advance of a course update intranet with latest training course information maintain individual training records and record of training providers on HR and training systems co-ordinate corporate induction and the return and recording of

2 performance review forms Generalist HR administer HR system update HR procedure documents, forms and letters when necessary produce HR input for monthly payroll administer childcare voucher scheme administer job evaluation process update HR pages on the intranet and council websites produce letters for employees (e.g. change of salary or conditions, maternity, resignation) prepare documents for disciplinary, grievance, capability hearings and take notes at hearings where necessary co-ordinate and promote wellbeing initiatives e.g. massage, reflexology, health assessments draft employment contracts co-ordinate leaver process prepare and circulate HR reports and metrics e.g. establishment list, sickness data prepare and publish organisation charts support HR business partners on projects they are leading on support Business Support Manager on equality initiatives input into HR related internal audits process mortgage / tenancy reference requests Freedom of Information requests enter freedom of information requests for both councils onto the freedom of information register and monitor response times prepare and dispatch co-ordinated responses to freedom of information request where necessary redirect freedom of information requests to outside agencies when appropriate General office administration answer phones in our busy office (be prepared for lots of interruptions!) and pass on messages where appropriate raise purchase orders and code invoices relating to the HR team on our financial system regularly check and respond to incoming s to the HR team collect and process incoming and outgoing post every day process stationery orders for HR team process eye test claims arrange HR team meetings file, archive and photocopy documents relating to HR team (paper and electronic) other tasks as they come up 2

3 About You Your essential skills, knowledge and experience excellent attention to detail and organisational skills intermediate MS office skills and ability to adapt to using different databases and systems experience of producing reports from an IT system sound written and verbal communication skills Your essential qualifications good standard GCSE s (grades A to C) or equivalent level of experience If you have the following experience or qualifications it s a bonus A levels or equivalent experience of working in a HR team Your style and behaviours Your approach at work needs to mirror our vision and values which are detailed below. In particular for this role, the following points are essential: strong customer service ethos and a desire to exceed customer expectations enthusiastic and self motivated positive can do attitude and able to use own initiative results driven and able to meet tight deadlines team focused able to work on an extremely broad range of tasks you need to be able to juggle priorities changing at short notice and frequent interruptions! 3

4 About us Our vision and values are important to the councils and we expect you to support them and embed them in the way we work. Our vision We are seen as being customer-focussed, approachable and business-like. We are honest and open and are renowned for providing high quality cost effective services. Our values We act with integrity and show respect We are all accountable We are passionate about our business We strive for simplicity We love success The benefits we offer A basic 23 days annual leave per annum, rising to 28 days after five years. You also have all the bank holidays to look forward to and time off between Christmas and New Year. Flexible working and annualised hours a flexible approach to work to work that our employees love! A final salary pension scheme which includes life insurance of three times your salary No car park costs as there s ample free parking available by both sites A childcare voucher scheme which parents appreciate The opportunity to purchase a bike through Cyclescheme (cheaper than directly through a store) so that you can cycle to work! Various schemes to keep you healthy (reduced gym membership, free swims, contributory medical schemes, wellbeing appointments, free eye tests for DSE users, after work sports clubs and more) We give you two days per year to volunteer within the local community. How to apply Having read about our role if you have any questions please contact Marcia Slater on or If this job excites you please complete our online application at We look forward to hearing from you. 4

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