Role Description HR Services Officer

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1 Role Description HR Services Officer Cluster Trade & Investment Agency Australian Museum Division/Branch/Unit Human Resources Location Sydney Classification/Grade/Band Clerk Grade 3/4 Kind of Employment Ongoing Role Number ANZSCO Code PCAT Code N/A Date of Approval 29 August 2014 Agency Website Agency overview The Australian Museum operates within the NSW Department of Trade and Investment. The Museum provides access, engagement and scientific research to increase our understanding of natural history and culture, particularly of the Australasian region. The Australian Museum s purpose is to be a place of exploration and discovery, inspiring responsibility for our world by promoting knowledge, understanding and enjoyment of science, nature and culture. Primary purpose of the role This role will be responsible for liaising with the Head, Human Resources and Principal HR Advisor and working with the team to develop the HR side of the business. Responsibilities will include identifying recruitment needs and conducting recruitment, developing HR policies and procedures, coordinating employee training, updating and maintaining employee files. Key accountabilities Providing daily administrative support to the HR team including generating contracts, role descriptions and ad hoc reports. Organise and induct new staff by providing information on conditions of service, salaries and salary increment. Maintaining personnel records and associated computerised human resource information systems CHRIS 21, SAP & SAP ByDesign Pre-payroll and post-payroll support- assisting the Payroll and HR team with projects and other matters as required Supporting employees through communicating, and providing practical help as required. This role will be responsible for updating the HR database (SAP, SAP ByDesign & CHRIS 21) and keeping the HR 1

2 information system up to date, ensuring probation and fixed-term contractor end date reminder s are sent to all hiring managers. Administer recruitment, including checking and editing draft advertisements, submitting them for approval, placing the advertisements for publication, registering applications, preparing recruitment letters, liaising with other departments regarding starting dates for successful applicants. Coordinate and schedule training and events in support of both facilitators and participants. This includes provide administrative support for all elements of the Learning Management System to include training schedules, course content, enrolments, evaluations, reporting etc. Key challenges The main challenge for this is role is to meet tight deadlines while at the same time maintaining a high level customer service for Museum staff and external stakeholders. Both payroll processing and recruitment have strict deadlines which must be met. The role holder is responsible, within approved work programs, for prioritising work loads to ensure both sets of deadlines are met. Ensuring confidentiality of records is maintained. The role holder must respond promptly and accurately to internal and external enquiries which require an up to date and in-depth knowledge and understanding of HR policies, practices and issues both within the Museum and across the public sector. Keeping up to date with relevant legislation, awards, policies or other details relating to recruitment and employment matters is an important element of the position Key relationships Who Internal Why AM Staff member End to end recruitment External On-boarding of new staff Letters of offer Provide support and training staff on SAP and E- learning system Provide first level advice on award entitlements, payroll inquiries and other employee related issues or concerns Department of Trade & Investment To provide information as requested Role dimensions Decision making The HR Service Officer, in conjunction with the Principal HR Advisor, is required to make daily decisions about prioritising work to meet approval deadlines. Consultation with Principal HR Advisor, Head Human Resources will be appropriate in matter where no precedent has been set, in unusual or difficult situations, where operational issues/complaints or matters of a sensitive nature have arisen and where proposals for major change to existing policy and procedure are put forward. Reporting line Principal HR Advisor Role Description HR Services Officer 2

3 Direct reports Nil Budget/Expenditure Nil Essential requirements Working knowledge of staff conditions of employment as set out in the GSE Act 2013, GSE Regulations 2014 and GSE Rules 2014 and the various awards, determinations and agreements affecting Museum staff. Knowledge of and experience with software packages such as Word, Excel and ability to use other databases. Demonstrate experience in use computerised human resources information system; specifically SAP (ECC & ByDesign) and CHRIS21. Excellent customer service and communication skills including the ability to liaise, efficiently and effectively whilst maintaining confidentially as required, with all levels of staff in the Museum. Experience in managing recruitment process within public sector. E.g taleo Tertiary qualifications in HR or equivalent experience Capabilities for the role The NSW Public Sector Capability Framework applies to all NSW public sector employees. The Capability Framework is available at Capability summary Below is the full list of capabilities and the level required for this role. The capabilities in bold are the focus capabilities for this role. Refer to the next section for further information about the focus capabilities. Role Description HR Services Officer 3

4 NSW Public Sector Capability Framework Capability Group Capability Name Level Display Resilience and Courage Act with Integrity Manage Self Value Diversity Communicate Effectively Commit to Customer Service Work Collaboratively Influence and Negotiate Deliver Results Plan and Prioritise Think and Solve Problems Demonstrate Accountability Finance Technology Procurement and Contract Management Project Management Focus capabilities The focus capabilities for the role are the capabilities in which occupants must demonstrate immediate competence. The behavioural indicators provide examples of the types of behaviours that would be expected at that level and should be reviewed in conjunction with the role s key accountabilities. NSW Public Sector Capability Framework Group and Capability Level Behavioural Indicators Personal Attributes Act with Integrity Personal Attributes Manage Self Represent the organisation in an honest, ethical and professional way Support a culture of integrity and professionalism Understand and follow legislation, rules, policies, guidelines and codes of conduct Help others to understand their obligations to comply with legislation, rules, policies, guidelines and codes of conduct Recognise and report misconduct, illegal or inappropriate behaviour Report and manage apparent conflicts of interest Adapt existing skills to new situations Show commitment to achieving work goals Show awareness of own strengths and areas for growth and Role Description HR Services Officer 4

5 NSW Public Sector Capability Framework Group and Capability Level Behavioural Indicators Relationships Communicate Effectively Relationships Commit to Customer Service Results Deliver Results Business Enablers Technology develop and apply new skills Seek feedback from colleagues and stakeholders Maintain own motivation when tasks become difficult Focus on key points and speak in Plain English Clearly explain and present ideas and arguments Listen to others when they are speaking and ask appropriate, respectful questions Monitor own and others non-verbal cues and adapt where necessary Prepare written material that is well structured and easy to follow by the intended audience Communicate routine technical information clearly Support a culture of quality customer service in the organisation Demonstrate a thorough knowledge of the services provided and relay to customers Identify and respond quickly to customer needs Consider customer service requirements and develop solutions to meet needs Resolve complex customer issues and needs Co-operate across work areas to improve outcomes for customers Complete work tasks to agreed budgets, timeframes and standards Take the initiative to progress and deliver own and team/unit work Contribute to allocation of responsibilities and resources to ensure achievement of team/unit goals Seek and apply specialist advice when required Apply computer applications that enable performance of more complex tasks Apply practical skills in the use of relevant technology Make effective use of records, information and knowledge management functions and systems Understand and comply with information and communications security and acceptable use policies Support the implementation of systems improvement initiatives and the introduction and roll-out of new technologies Role Description HR Services Officer 5

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