HR Administrator. Grade 2. AAT is a registered charity. No

Transcription

1 HR Administrator Grade 2 AAT is a registered charity. No

2 Job description Job title: HR Administrator Division: CO Date: March 2015 Reporting to: HR Manager Main contacts: Internal: divisional colleagues and staff from other divisions at all levels, as required. xternal: external agencies/suppliers as appropriate, professional bodies, other employers. Major objectives To provide assistance and support to the Chief HR Officer, particularly in diary management and any relevant project administration. To ensure that personnel files are kept up to date both electronically and in hard copy. To produce paperwork for all new joiners and carry out background and reference checking. To raise and log all invoices coming into the HR department. To put together written correspondence and HR letters as and when required. To administer /coordinate all relevant HR projects across the organisation as directed by Chief HR Officer/HR Manager. Responsibilities Recruitment Manage the recruitment inbox and all internal/external applications ensuring CV s are forwarded to line managers and candidates are responded to. Manage the candidate flow on the internal HR system ensuring each stage of recruitment is recorded. Organise interviews for the HR Team and management. Attend interviews as a note taker when required. nsure interview rooms are booked and all paperwork is prepared for interview. Prepare and send out branded job packs. nsure data protection is being adhered to. Book relevant candidate assessments such as psychometrics. Book job advertisements on various job boards/websites.

3 Joiners Prepare offer letters, contracts and starter packs. Book starters in for inductions. nsure all passports and right to work checks are carried out on joiners. nsure joiners are set up with ICT and Facilities in terms of equipment and login details. Make sure that all new joiner information is entered onto Octopus and that hard copies are stored on the personnel file. nsure Health and Safety tests are organised for joiners. Carry out all relevant background checking and ensure references are chased and received. Leavers Organise exit interviews. nsure all company equipment is returned. Update HR system accordingly. Respond to reference requests when required. Send out confirmation leaver details. nsure signed resignations are received. General administration Prepare all maternity letters. Prepare letters regarding changes to terms and conditions such as change of salary, job title, promotions, etc. Administer letters as part of annual pay review. HR systems Input all changes for staff on the HR system. Manage the Capture system and be the first point of contact for all queries with managers and staff. nsure that the database is kept up to date in line with hard copy files. Manage finance system to raise all Purchase orders and log costs to each department. To send out reminders generated from Octopus to line managers to ensure correct details are kept up to date for all staff. Training Liaise with line managers and staff to book all internal and external training. nsure that venues are booked for each training session. Update the training spreadsheet to ensure all information is current and log evaluation forms. Check deadline dates for health and safety and First Aid training. Work with HR Manager to book in management training on an annual basis ensuring all line manager s attend the relevant modules. PA Support to Chief HR Officer Manage the diary for the Chief HR Officer. Monitor and manage the Chief HR Officer s inbox. Book meetings as and when required. Minute any relevant meetings and produce paperwork. Assist the Chief HR Officer in the administration of project work as and when required. General HR duties Carry out all filing and scanning for the department both paper and electronic.

4 Be the first point of contact for internal and external calls. Manage meeting room bookings. Send out the HR bulletin updates to the company. Follow up managers and staff for any outstanding information such as return to work interviews. Assist in managing staff benefits such as eye care vouchers, pension applications, cycle to work applications and child care vouchers. Manage the HR tracker spreadsheet. Provide general administrative support to the HR team. Customer centricity Develop friendly, positive and supportive relationships with external and internal customers, and to provide them with excellent service. Actively to learn from customer feedback, comments and suggestions, including complaints, to review and improve existing processes, and by doing so to anticipate other customers needs. To communicate this knowledge to relevant colleagues. Meet and exceed teams customer service standards. Understand situations from the customers perspective so that appropriate and relevant solutions can be identified. Corporate social responsibility Apply the principles of the CSR policy in your daily role, particularly reduce-reuse-recycle. Adhere to AAT s responsible business practices, such as high standards of governance, raising employment standards for employees and forming trade and community partnerships with appropriate organisations. General Carry out any other duties as may reasonably be requested by the line manager. Work in such a way as to minimise the risks to the information technology environment safely, securely and confidently. Have regard for your own actions and those of others in the interests of safety. Contribute to the tidiness of the office. This job description does not form part of your contract of employment.

5 Person specification Area Description ssential or desirable Knowledge Microsoft packages Word, xcel, PowerPoint, Outlook and xplorer. Octopus HR system. CaptureIT clock-in system. Skills Accurate writing skills with attention to detail. xcellent verbal and listening skills. xcellent organisational skills. Ability to prioritise a varied workload. xperience Working in a busy administrative role dealing with staff at all levels. Working in an HR team. xperience of maintaining databases. xperience of dealing with a high level of administration. xperience of being the first line of contact within a busy team. Being the first line of contact for queries across the organisation. Database management. Minute taking. Dealing with highly confidential information. ducation Degree or equivalent. D Personal qualities Positive can do attitude. Self-starter with high degree of initiative. Ability to take ownership and responsibility. Approachable and friendly. Confident at communicating with staff at all levels. Good team worker. Honest and open. Strong customer focus. Commitment to innovation. D D D

6 Summary terms and conditions Salary: Working hours: Annual leave: Flexi time: Life assurance: Pension: PHI: Other: Location: Notes: up to 24,000 per annum (depending on experience). 35 hours per week. 25 days and statutory bank holidays plus two discretionary days for Christmas (office shuts between Christmas and New Year). we operate a flexible working system. four times annual salary. AAT comply with its obligations and duties under auto-enrolment legislation in accordance with the Pensions Act The current qualifying arrangement for auto-enrolment purposes is AAT's Group Personal Pension Scheme. If you chose to increase your contribution AAT will contribute up to a maximum of 10.15%. Further details would be given on joining the organisation. income protection is offered subject to terms of the policy. company sick pay scheme season ticket loan after completion of probationary period enhanced maternity, paternity and dependency leave provisions subsidised social events. 140 Aldersgate St, London, C1A 4HY this post will be subject to background checks. A full statement of the main terms and conditions of employment will be supplied with any formal offer of employment. The above information may be helpful to applicants as a guide but should not be treated as a substitute for a full contract. Our vision To ensure AAT reaches the heart of every business. Our overall aim To make AAT essential for people, businesses and organisations. To achieve our overall aim, we will: grow expanding our core membership by increasing recognition, creating demand, and maintaining a strong and valued relationship with members innovate embrace the possibilities of change and development to be ahead of the game diversify attracting people beyond our core membership, with new AAT products and services stay financially secure managing our resources efficiently and effectively and investing wisely to continue to develop and progress. How to apply To apply for this hot opportunity please send a CV and covering letter to jobs@aat.org.uk Closing date: 10 April :00 HR contact details t: (answerphone) e: jobs@aat.org.uk w: aat.org.uk/careers