Agreed Job Description and Person Specification

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1 Job Title: Line Manager: Professionally accountable to: Job Purpose Agreed Job Description and Person Specification Human Resources Administrator Head of Human Resources Head of Human Resources To support the work of the HR Team through the provision of comprehensive, timely and accurate generalist Human Resources information and administration. Responsibilities: Administration Carry out generalist HR administration duties Respond to general queries from staff and managers in a polite and friendly way referring to the appropriate HR policies to include: annual leave, maternity leave and sickness absence, referring enquiries on as appropriate Respond to routine general correspondence. Attend meetings and compile minutes, as required. Issue reminders for appraisals and probationary reviews with appropriate paperwork. Recruitment Payroll Provide administrative support to the team throughout the whole recruitment process. Ensure new starters have a complete personal file upon commencement of employment. Administer the process for employee changes and payroll To prepare correspondence regarding employee changes (i.e. variation, resignation) for signature by the Human Resources Advisor/Manager. To assist with any queries regarding the pay process for staff Absence management Administer the absence management process Ensure self-certificates/medical certificates are received and inputted/amended on the Human Resources Management Information System, as appropriate. Inform the Senior Human Resources Advisor/Head of HR of any long term absence or notifiable absences. Monitor special leave to ensure requests are in line with the policy and procedure informing

2 the Senior Human Resources Advisor/Head of HR if any questionable requests. Inform the Senior Human Resources Advisor/Head of HR of any concerns regarding unauthorised absence or patterns of absence. Ensure Payroll is informed of any long term sickness absences and unpaid absence, Complete appropriate paperwork, as required. Database and record keeping Maintain and update the HR database and HR filing system Maintain at all times the confidentiality of all documents, files and correspondence. Maintain HR filing systems, updating manual and computerised files on a timely basis and removing information as required and in line with Data Protection. Update employee records as required e.g. amendments to post, including hours, salary etc. Maintain the employee records database system working with service provider support team to resolve any issues, if required. Complete annual global updates/batch jobs to amend wholesale changes to staff i.e. annual leave/salary changes. Update employee training and qualifications records when provided with photocopies of certificates/evidence of courses. Organisational Chart: Director of People and Organisational Development Head of Human Resources Senior HR Advisor HR Coordinator Human Resources Administrator Additional Job Facts Ensure that confidentiality of information is adhered to at all times. Maintain and develop own skills and knowledge and contribute to the development of others. Equality and diversity: Recognise the importance of peoples rights and act in accordance with legislation, policies and procedures. Acknowledge and recognise peoples expressed beliefs, preferences and choices, respect diversity, value people as individuals and encourage others to do so. Promote an open and fair culture throughout the organisation. Support people who may need assistance enabling them to make the best use of their abilities. Act as an ambassador for St Margaret s Hospice by maintaining a professional attitude and

3 appearance at all times. All staff are responsible for ensuring they follow good infection control practices at all times and that they are familiar with infection control policies, procedures and guidance. Undertaking the necessary level of training relevant to their area of work. This job description is not intended to be an exclusive indication of the full range of duties and will be subject to periodic review and amendment. Signed Postholder Date

4 Person Specification Form A Application; C Certificates; I Interview and assessment; R - References Requirements Essential Assessed Desirable Assessed Education/ Qualifications Previous Experience Communication and People Skills Organisational Skills Special Knowledge GCSEs or equivalent Proficient in the use of Microsoft applications to apply and use Excel, Word, Outlook and the internet on a daily basis. Experience working in office administration, systems and processes Experience of working with databases. Experience of liaising with other staff and outside organisations together with the ability to deal with queries. To be methodical, accurate, and able to work systematically with attention to detail able to achieve 100% accuracy particularly in respect of data entry. Ability to use initiative to identify issues, resolve problems or concerns and to know when to refer onwards. Able to focus on own work in a busy environment. Able to communicate clearly and succinctly by , on the telephone and face to face Ability to maintain confidentiality and follow Hospice policies and procedures. Demonstrable secretarial skills. Relevant experience/vocational qualification Experience of setting up systems Experience of extracting data from data bases. Experience of working in a human resources environment. Experience of taking minutes at formal meetings. General knowledge of HR procedures or processes.

5 Requirements Essential Assessed Desirable Assessed Other Requirements To have a can do approach and be enthusiastic; self-motivated; flexible; good organiser. Positive attitude towards equal opportunities and towards working in a multicultural environment. Must be self-motivated, proactive and enthusiastic. Willingness to undertake a wide range of duties as part of the team. A, I, R A, I, R

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