Human Resources Trainee

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1 Human Resources Trainee

2 SUMMARY INFORMATION HR TRAINEE (Vacancy Number 351) Duration 3 years Salary 16,131 to 18,588 per annum Entry qualifications English and Maths Highers What is HR? Human Resources is the profession which helps organisations with the recruitment, development and management of its employees. The HR functions in different organisations vary greatly in their role and can cover a very wide range of activities including (but definitely not limited to) advertising and interviewing for vacancies; supporting managers with discipline, grievance and absence cases; negotiating with Trade Unions; designing and managing redundancy programmes; developing employment policies; etc; etc. Is it right for me? It can be very challenging and varied work. To be successful in HR, you need to be able to understand complex (often legal) issues and come up with pragmatic solutions; deal with a number of different pieces of work at the same time; remain comfortable, confident and professional in situations where people can be emotional and angry and; be able to communicate well and influence people who are often much more senior than you. What qualification will I study for? We would want you to have achieved the CIPD Intermediate Certificate in Human Resource Management by the end of your traineeship. The certificate is SCQF Level 9, recognised across the UK and would allow you to become an Associate Member of the CIPD. Where can I find out more information? The Chartered Institute of Personnel and Development (CIPD) is the UK s professional body for people in HR. The CIPD website (cipd.co.uk) has lots of information on the profession. Page 2 of 11

3 JOB DESCRIPTION JOB TITLE: HR Trainee JOB GRADE: Spinal Points 9-14 ACCOUNTABLE TO: HR Manager or such other senior member of staff who may be appointed. OVERALL AIM OF THE JOB The HR Trainee will work alongside the existing HR Team and other colleagues in the Association to gain experience of all aspects of the Human Resources profession. As a member of the HR Team, you will provide a client centred HR service giving advice and support to staff and management. You will also be expected to undertake a continual work assessment whilst attending further education to gain your CIPD Qualifications. MAIN TASKS OR ACTIVITIES OF THE JOB Commitment to undertake and achieve a relevant CIPD qualifications within the agreed timescale. Under supervision of the HR Manager/HR Officer: 1. Become knowledgeable on all aspects of the HR profession including Administration & documentation, employee relations, employee engagement, learning & development, recruitment & resourcing, performance & reward and health & safety. 2. Assisting the HR Team with general HR Administration. 3. To be the first point of contact and respond to individuals on behalf of the HR Team for queries on HR issues and matters. Where necessary, refer queries to the HR Officer(s) or seek advice from our legal advisors. 4. Develop a good understanding of all Kingdoms HR Policies and Procedures and the methodology for drafting, agreeing and publishing them. 5. Through various means, gain a working knowledge of relevant UK/EU employment legislation and the ability to apply it to real-life situations. 6. Receive on the job training and mentoring from the HR Team. 7. Shadow the HR team at various employee/management meetings e.g. maternity/flexible working/attendance management etc, with a view to conducting these independently as the HR representative. 8. With the support of the HR Team, build strong working relationships with managers and employees throughout the organisation. Page 3 of 11

4 9. Shadow the HR team at disciplinary investigations and disciplinary hearings, with a view to conducting these independently as the HR representative. 10. Shadow the HR team at grievance investigations and disciplinary hearings, with a view to conducting these independently as the HR representative 11. To deliver the HR section of the Organisational Induction as required. 12. To represent the HR Team at internal and external meetings as required. 13. To liaise with various external agencies and professionals on employment-related matters. 14. To carry out delegated work from the HR Officer(s). 15. Take on and run various HR projects as and when required. 16. Along with the other Kingdom Trainees, undertake project work as directed 17. Any other duties which may be required from time to time by the HR Manager, the HR Officer(s) or such other senior staff member who may be appointed. OTHER FEATURES OF THE JOB This is a 3 year traineeship, terms and conditions will be provided separately. The hours of work are 36 hours per week to be worked in accordance with the needs of the Association. There may be occasions when it is necessary to work evenings/weekends. In particular, there may be a need to regularly attend college outwith normal working hours. It is likely that the duties listed may need to be varied to suit the changing requirements of the Association. JOB LOCATION Your operational base will be in the Saltire Centre, Pentland Court, Glenrothes. You will be expected to work at any other base operated by the Association to meet the flexibility requirements of the Service. We reserve the right to either temporarily or permanently move an employee to another location. Page 4 of 11

5 Hours Worked OUTLINE CONDITIONS OF EMPLOYMENT HR TRAINEE The hours of work are 36 hours per week, not including lunch breaks, normally worked between 9am and 5pm, Monday to Friday but can vary according to the needs of the service and attendance at college. Salary The salary scale is 16,131 to 18,588 (spinal points 9-14) per annum. Method of Payment Payment of your salary is in equal monthly instalments in arrears, by bank transfer, no later than the last Friday of each month. Special Conditions This is a temporary post for up to 3 years. Location Your operational base is at our Glenrothes office, Saltire Centre, Pentland Court although you will be required to work and operate at any of the Association's offices to meet the needs of the Service. We reserve the right to either temporarily or permanently move an employee to another location. Probationary Period Your first 3 months will be classed as a probationary period. We reserve the right to further extend the probationary period in the event of any concerns regarding your performance or conduct. We reserve the right to end your employment during the probationary period where you fail to reach the satisfactory performance or conduct. Pension We are a member of the Scottish Housing Associations Defined Contribution Pension Scheme. If you choose to become a member, we will make contributions towards your pension in accordance with the current provisions of this scheme. The employee contribution rate is 4% and the employer contribution rate is 8%, however an option to increase employee contributions is available. For employees not in our Defined Contribution Scheme, auto enrolment pension provision is applicable subject to eligibility criteria. You can find out more about workplace pensions and the benefits of staying enrolled by visiting Page 5 of 11

6 Annual Leave The annual leave year is from 1 April to 31 March. Your full annual leave entitlement will be 25 days per annum (pro rata for part-time employees). In addition, 12 general/public holidays are added, 7 of which are designated and the remainder are added as floating days to your annual leave entitlement. There are no enhanced payments made for night working or work on a public holiday other than the two designated public holidays at Christmas and New Year. Where a full year has not been worked, a proportion of the full year s entitlement will be granted based on the number of complete months worked in the year. Offers of Employment Any offer of employment made will be conditional based on the following pre-employment checks: Satisfactory references (one should be from your present or most recent employer or school/college, if this is your first employment). We would not normally accept references from relatives or friends. We reserve the right to request more than 2 references. Producing the documentary evidence under the requirements of the Immigration, Asylum and Nationality Act 2006 (this is to verify that you are eligible to work in the United Kingdom). Verification of any qualifications/memberships you have stated on your application form, if relevant. Confirmation that you have no conflict of interest as defined in our Employee Payments and Benefits policy. In particular, we will need to consider any association you have with a current employee or Board Member. This information is provided for general guidance only and is not intended to be contractual. Page 6 of 11

7 PERSON SPECIFICATION HR TRAINEE You will need to refer to this document when completing Part 2, Section 5 of the Application For Employment Essential Criteria E 1 A genuine interest in developing a career in HR E 2 E 3 E 4 E 5 E 6 E 7 E 8 Enthusiastic and positive with good interpersonal skills Strong verbal & written communication skills Ability to work as part of a team Ability to work accurately, with attention to detail Organised and methodical approach to tasks Minimum of two Highers (or equivalent) including English and Maths Commitment to completing relevant CIPD qualifications Desirable Criteria D 1 Good IT Skills, including experience of Microsoft Office D 2 D 3 Knowledge of the HR profession Ability to plan and organise to meet tight deadlines Page 7 of 11

8 Kingdom Housing Association HR Trainee Learning Outcomes Summary The key objective of this role is for the trainee to gain the skills, ability and knowledge to begin a career in Human Resources Management in either a generalist or specialist function. Subject areas to be covered HR Administration Files and records Data Protection Payroll Pensions Computerised HR systems HR Documentation Offer letters Contracts References Fit Notes Employee Handbook HR Policies Employee Relations Discipline Grievance Absence Management Trade Unions/Employee representative bodies Employment Legislation Change management Employee Engagement Leadership Motivation, empowerment and support Employee voice Organisational affinity Learning & Development L&D strategies Learning activities Learning styles Talent management Recruitment & Resourcing Establishment management Advertising Selection Processes and Techniques Pre-employment screening Workforce and Succession planning Page 8 of 11

9 Performance & Reward Objective setting Performance Reviews Performance management Benefits models Health & Safety at Work Health & Safety at Work Act H&S controls e.g. Risk Assessments, PPE, etc Promoting H&S Skills to Learn How to communicate with and influence different people Relationship management Stakeholder management How to build credibility and reputation How to understand and work within the commercial and financial realities of an organisation Understanding and working to both personal and business principles, ethics & values How to evaluate, explain and mitigate risk Taking a solution-focused approach Project management Multi-tasking and prioritising General IT skills Page 9 of 11

10 HR Trainee Training Plan When What Year 1 KHA Organisational orientation o Vision, Mission and Strategy o People & Structure o Regulators o Terms & Conditions HR Administration o Files and records o Data Protection o Payroll o Pensions o Computerised HR systems HR Documentation o Offer letters o Contracts o References o Fit Notes o Employee Handbook Recruitment & Resourcing o Establishment management o Advertising o Selection Processes and Techniques o Pre-employment screening Employee Relations basics o Discipline o Grievance o Absence Management o Employment Legislation Health & Safety o Health & Safety at Work Act o H&S controls e.g. Risk Assessments, PPE, etc o Promoting H&S Year 2 Employee Relations complex o Discipline (complex) o Grievance (complex) o Employment Legislation Performance & Reward o Objective setting o Performance Reviews o Performance management o Benefits models Employee Engagement o Leadership o Motivation, empowerment and support o Employee voice o Organisational affinity HR Documentation Page 10 of 11

11 o HR Policies Year 3 Employee Relations complex (cont) o Discipline o Grievance o Absence Management o Trade Unions/Employee representative bodies o Employment Legislation o Change management Learning & Development o L&D strategies o Learning activities o Learning styles o Talent management Recruitment & Resourcing o Workforce & Succession planning Page 11 of 11

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