DETAILED RESPONSIBILITIES:

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1 JO DESCRIPTION POST TITLE: HUMAN RESOURCES ADMINISTRATOR POST REF: 10/50 REPORTS TO HUMAN RESOURCES MANAGER DATE: SEPTEMER 2015 JO PURPOSE: TO PROVIDE AN EFFICIENT ADMINISTRATION SERVICE, PROVIDING FRONT-LINE ASSISTANCE TO STAFF AND MANAGERS AS REQUIRED, TO ENSURE A CUSTOMER ORIENTED SERVICE AND TO PROMOTE THE WORK OF THE HR DEPARTMENT ACROSS THE COLLEGE KEY RESPONSIILITIES: 1. To provide an efficient administration service, providing front-line assistance to staff and managers as required, to ensure a customer oriented service and to promote the work of the HR Department across the College. DETAILED RESPONSIILITIES: 1. Prepare and issue contractual and associated documents for all categories of staff. 2. Administer starters, leavers and payroll adjustments, together with associated paperwork. 3. Run and disseminate reports as required. 4. Maintain up-to-date knowledge of the College policies and procedures and other developments affecting service within HR 5. Undertake and/or assist with specific projects as required. 6. Co-ordinate and record through the use of the HR database, staff CVs, staff qualifications, job descriptions, staff appraisals and provide advice to staff and managers on these systems. 7. To ensure that CV s for new starters are created, qualifications are put on the HR database and personal files are up and put away appropriately 8. To maintain the leavers on a monthly basis, by archiving leavers and making sure leaver information is passed to the appropriate departments. 9. Draft employee references as requests are received in HR. 10. Respond to incoming queries, ensuring that the caller obtains a response to their query and where this cannot be provided directly, refer them to the relevant team member as appropriate. 11. Issue routine correspondence in the form of letters, memos or s as appropriate, and prepare more complex correspondence for approval by the HR Manager/HR Director as directed. 12. Manage, maintain and develop department records, both on paper on the HR database, ensuring that they are accurate, up-to-date and easily accessible. This will include both personal files and general files. 13. Take responsibility of the sorting and distribution of incoming internal and external mail for the HR department. 14. Take responsibility for the monitoring and ordering of stationery for the HR department. 15. To provide administrative support to HR Manager/HR Director including note taking as directed.

2 16. Assist with the Staff Induction and integration of all new staff 17. Assist with the reporting and recording of absence, liaising with Section managers where appropriate 18. Advice staff on and maintain the annual leave self-service facility. OTHER RESPONSIILITIES: 1. Participate in the College s Performance Review and in-service training and staff appraisal. 2. Implement the College s Equal Opportunities Policy. 3. Ensure a safe working environment in accordance with legal requirements and College regulations. 4. Undertake any other duties as may from time to time be specified by the College, that are within the level and responsibility appropriate to the grade of the post. WORKING RELATIONSHIPS: 1. You are expected to form effective working relationships with college managers to respond to contract needs. 2. You will work closely with the contracts administrator to ensure that an effective service is operated that covers staff recruitment and appointment. REQUIREMENTS OF THE POST: 1. Maintain an up-to-date knowledge of good practice and relevant developments and legislation relating to staff recruitment and employment contracts. 2. Maintain a good knowledge of safeguarding arrangements as they relate to the recruitment of staff. GENERAL EHAVIOURS 1. The College expects that you will work to the highest professional standards and undertake your responsibilities to the best of your ability. 2. You will be responsible for protecting staff and learners from all preventable harm as per College Safeguarding procedures. 3. You should be courteous in your dealings with colleagues, students and visitors to the College. 4. You will exhibit a positive drive in your desire and efforts to support learning and the students. 5. As a member of staff in the College you will act with integrity and probity. TERMS AND CONDITIONS Canterbury College Scheme of Conditions of Service 37 hours per week. Established post Salary grade: 16,439-17,989 per annum Occasional evening and weekend work may be necessary Canterbury College is an Equal Opportunities employer

3 PERSON SPECIFICATION HUMAN RESOURCES ADMINISTRATOR ALL STAFF ARE EXPECTED TO UNDERTAKE CPD Requirement Means of assessment Application Interview Reference form Skills and ability The ability to present information concisely and professionally Ability to gather and analyse data, to ascertain trends and to draw meaningful conclusions Good written communication skills Good oral communication skills Effective organisation skills and ability to work to deadlines The ability to understand the needs of a range of staff and managers To use a range of analytical and report-writing software (primarily Microsoft Word and Excel) Attention to detail and accuracy A team player with a supportive approach towards colleagues Commitment to a high level of customer service Able to identify and act on changing priorities Actively contribute to the College s Safeguarding practice, procedures, culture and ethos Experience Working with significant volumes of information in a busy Office environment Experience of the education sector Desirable 2 years experience in an administration role

4 Experience of working with HR Database systems Experience of working in a flexible manner to respond to varying priorities Desirable Education Full level 2 qualifications (equivalent to 5 or more GCSEs at grades A-C) Full level 3 qualifications (equivalent to 2 or more A level [A2] qualifications) Maths Level 2 (e.g. equivalent to GCSE grade C or above) English Level 2 (e.g. equivalent to GCSE grade C or above) Desirable Other Commitment to equal opportunities Commitment to continuous improvement

5 Job Description HR Administrator - Competency Framework Profile Competency Key indicators and Positive indicators (what we are looking for) Negative indicators (what we are not looking for) Self management Communication and working with others Resource Management Critical thinking Personal resilience, managing stress, personal effectiveness & efficiency, self-motivating, enthusiastic, confidence, self-awareness Collaborative, good manners, sharing knowledge, listening, giving and receiving feedback, engaging and networking, negotiation, influencing, presentation skills, public speaking udget management, planning, organisation, prioritizing, results focus, quality focus Learner-focus, accuracy, attention to detail, analytical, decision making, judgement, problem solving, creativity, innovative, meeting deadlines Works unsupervised and can motivate self Produces results under pressure Can manage in stressful situations Pushes for the best results Contributes ideas and identifies opportunities to work with others both within the team and across the organisation Willing to provide feedback to sectional colleagues when requested Produces succinct presentations and reports for senior colleagues Understands when to seek senior advice on potentially delicate negotiations Sets and monitors performance against quality and results orientated targets. Focuses on both short and long-term goals Makes the best of internal/external resources and coordinates well with external partners to best meet the needs of the College uilds contingency into projects taking into account possible outside factors Determines and clarifies the exact requirements of any situation Checks information for accuracy and raises concerns if information is inaccurate Extracts the key points succinctly, clearly and accurately Puts forward suggestions for improvement Needs supervision and lacks motivation Unable to work under pressure Unable to effectively cope in stressful situations (when situation is familiar) Only interested in completing the task and not in the level of output Pays lip-service to cross-organisational collaboration and fails to identify opportunities for working collaboratively Unwilling to seek advice when negotiating with others on complex or delicate matters Too focused on tasks or projects that are not strategic priorities Over commits themselves or section Does not take into account resource or budgetary factors when making decisions Fails to build sufficient contingency into plans and projects Does not utilise information effectively and presents reams of description without extracting major points. Does not question and review current systems and processes used Fails to seek and accept constructive feedback from colleagues on ideas

6 Adaptability Adaptable, flexible, multi-tasking, dealing with new situations Managing People and relationships Leadership Delegating, empowering, motivating others, developing staff, building rapport, discreet, empathetic, diplomatic, managing conflict Vision and strategic direction, inspiring others, managing change, developing team, entrepreneurship, espouses College values and ethic, analytical and problem solving, self belief concerning current processes or systems Tries different ways of doing things to get the best results Overcomes obstacles and is not deterred by setbacks; checks assumptions and first principles and works out alternative approaches Reacts proactively to new challenges and works in a flexible manner to produce solutions Provides feedback and participates on discussions surrounding new ideas approaches or projects Monitors results and feeds back to team on a regular basis Recognises others contributions and acknowledges their limits Understands and can identify learner /staff/ partner needs and looks for opportunities to improve their experiences Demonstrates respect and discretion when dealing with staff Emotionally intelligent; understands the emotional responses of others to challenges and their impact on others Adapts style appropriately when leading different people in different situations Thinks long term Keen to see direct reports /team members take credit for successes Takes time to know team Gives up easily when faced with obstacles Is unwilling to consider new ideas or approaches Is unreceptive to and overly critical of changes to their normal tasks Does not participate in discussion around new ideas, approaches or projects Fails to treat all staff fairly and consistently; plays favourites Fails to recognise others contributions Is unavailable to the people they work with Fails to recognise effects of own behaviour on others Avoids conflict situations

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