JOB DESCRIPTION. Canine Partners Head Office, Mill Lane, Heyshott, Midhurst, West Sussex, Location:

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1 JOB SCRIPTION Job Title: Human Resources Administrator Grade F Reporting to: HR Manager No line management responsibilities Responsible For: Office based volunteers Canine Partners Head Office, Mill Lane, Heyshott, Midhurst, West Sussex, Location: GU29 0 Local and long distance travel by appropriate means and as required to Travel: include visiting the Charity's other training centre(s) throughout the UK Full time: Monday to Friday; 9am 5.30pm Hours of Work: Additional weekend and unsocial hours as necessary, from time to time, to assist with the Charity's activities eg. fundraising events, demonstrations etc (time off in lieu available) Job Role: Provide an efficient, professional and effective HR administration service to the Charity Assist the HR Manager and CO by providing administration support for the development of a Human Resources Service for the Charity covering employment legislation, recruitment, training and development, employee relations advice, wellbeing of staff, pay and conditions, health & safety; Co-ordinate, and administrate the recruitment of staff and volunteers; Provide an administrative service for other departments as required Maintain an overall log of all volunteers, overseeing the recruitment, training and management of office-based volunteers Be a champion for the Charity values uties and Responsibilities HR Assist the HR Manager to ensure customer-focused HR service delivery excellence across the entire employee lifecycle, applying exceptional process and project management to enable effective and cost-efficient HR service delivery; provide the organisation with meaningful analytics to enable business improvement. Provide an effective and efficient HR administrative service, supporting the HR Manager. nsure all Human Resources administrative tasks are carried out effectively as directed by the HR Manager, eg. recruitment process, issuing of contracts of employment, other contractual letters, coordinating BS and reference checks, pay and conditions. Keep the Staff Handbook & Induction Manual updated and current Administer HR information and ensure all records are updated, including: new starters, job changes, benefits, training, non-holiday absences and leavers. Assist with administering, implementing and monitoring effective Human Resources policies and associated procedures for the Charity as part of best Human Resources practice;

2 Assist the HR Manager with giving advice and support to managers and staff on issues relating to staff management and performance as appropriate; Assist the HR Manager with ensuring compliance and implementation of appropriate and relevant developments and changes in legislation; Support the development, redesign and implementation of new processes and policies in line with business requirements, good practice and legal compliance. nsure induction is carried out and follow up on any related queries, providing advice and guidance where necessary. Monitoring new starter probation dates, ensure reviews take place and process all associated records. Organising induction schedules and all onboarding documentation for new starters. Maintain Human Resources files ensuring appropriate compliance with ata Protection legislation coordinate all administration for job evaluation process Act as a superuser for the online leave booking service and any other HR information system, providing advice, training for new staff and line managers, troubleshooting problems and running reports on leave/ overtime/ toil/ sickness as required by the HR Manager. Running regular reports through the HR system and provide 'self-service training to all new starters to ensure the system is used correctly. Record and monitor all staff absence. Compile quality HR management information to support business activities. Prepare documents associated with job changes, pay increases and benefits. Advise and process requests for Family Friendly leave, (Maternity, Paternity, Shared Parental Leave) Support other Administrators as required with telephone answering and greeting visitors. Build and maintain strong inter-departmental relationships and communication Assist the HR Manager with the administration of the annual Staff Survey Recruitment Provide an efficient, professional and effective recruitment service to the Charity, including providing advice to all recruiting managers on any aspect of the recruitment administration cycle Assist the HR Manager to achieve a coordinated approach to recruitment related activities, ensuring effective planning is in place First point of contact for all contact from potential candidates and agencies. Administer the recruitment correspondence including responding to general recruitment related queries. Maintain contact with candidates during the recruitment journey, including informing candidates of the outcome of applications in a timely fashion. Scheduling interviews/assessment centres, first point of contact for applicants, arranging for feedback, carrying out and coordinating the background screening process and offer process, including drafting Contracts of mployment. Co-ordinate the attendance of staff and Trustees on interview panels and send interview information to them along with candidate applications.

3 Issue and track interview and assessment invites, provide candidate packs and necessary information Take copies of relevant right to work identity documents for candidates attending interviews at Heyshott Welcome candidates for interviews, Organise catering for assessments/ meetings as required Book, set up and clear down interview rooms Update relevant databases, spreadsheets and HR systems where necessary Carry out pre-employment checks for successful candidates. This includes reference checks, pre-employment I checks and BS checks, highlighting to HR Manager any issues raised. Issuing offer letters/ to successful candidates. nsure contract documentation is accurate and timely. Assist in the facilitation of the induction process, updating various documents as required, collating and organising induction packs, staff handbooks and welcome packs Assist the HR Manager to ensure that Canine Partners recruitment policy and procedure is fair and reflects good practice, including diversity and equal opportunities Liaise with external providers who provide recruitment services, including recruitment advertising agencies nsure adverts are uploaded to the relevant websites Follow internal processes to ensure the relevant teams are aware of new starters Training and evelopment Assist the HR Manager with regular HR training for staff and line managers Coordinate and administer training, including booking rooms Maintain up to date records of staff training, in personnel files and appropriate databases/ spreadsheets Assist the HR Manager with the annual preparation of a staff training and development programme and yearly training report. Office Administration & Reception Service Provide office administrative support to the HR Manager Assist with any ad-hoc office administration as required Maintain suitable records and stocks of staff and volunteer uniform and Personal Protective quipment (PP). Organise catering for recruitment and assessments Maintain suitable records and stocks of staff and volunteer uniform and Personal Protective quipment (PP). istribute uniform and maintain stock controls, ordering when necessary Volunteers Maintain a register of all the Charity s volunteers, ensuring it is kept up to date, accessible and appropriate details are held; this will include tick-list information, relating to any equipment, training, identification, contracts etc. that have been issued to the volunteer Undertake the recruitment, training and on-going management of office-based volunteers, updating procedures, protocols, volunteer induction manuals, volunteer agreements, CRB checks and other volunteer-related paperwork / information as necessary.

4 Assist other departments in updating similar volunteermanagement procedures evelop good working relationships with office volunteers. As appropriate take responsibility for their work and health and safety whilst in the workplace. Take a proactive lead in sourcing volunteers by establishing relationships with relevant Volunteer Bureau and also exploring relevant on-line groups. Health and Safety As required attend Health and Safety Committee meetings and assist the HR Manager in carrying out action points Maintain and update a list of staff training completed for Health and Safety purposes Administer policy development (e.g. occupational health, staff sickness policies, stress awareness) ngagement and Wellbeing Build excellent relationships with the staff and team leaders Build sound working relationships across the organisation, and with external relationships and contacts as required Administrate the engagement action plan to meet organisational needs based on analysis of data and other feedback Act as an ambassador for HR Other Maintain confidentiality as required at professional HR level Act as a champion for the charity's values Provide a customer focused approach. Assist the HR Manager with the administration and/or implementation of systems to meet future needs of the Charity and any other function as appropriate. General evelop and maintain good working relationships and liaison with other members of Canine Partners staff. Be a constructive member of the team and work co-operatively with other staff members. Take part and contribute to team meetings. Co-operate with Canine Partners on health and safety matters, taking reasonable care of own and other people s health and safety within the workplace. Follow any H&S training received and alert Canine Partners to any serious risks. Actively participate in the staff appraisal scheme and be committed to training and development in line with the Charity's aims and objectives. Liaise with Trustees, volunteers, clients, contractors and other stakeholders as necessary. Promote the Charity s work, assisting in fundraising and awareness events etc as appropriate. Perform any other reasonable task as required by Canine Partners.

5 PRSON SPCIFICATION Job Title: Human Resources Administrator Requirements and Criteria Skills and Abilities ICT skills (MS Office, Internet, mail) able to administrate useful reports on key HR performance indicators ffective administrative skills Well developed communication skills, able to communicate concisely, orally and in writing using plain nglish to convey clear messages Good organisational skills Ability to maintain confidentiality xcellent interpersonal skills including the ability to listen and respect others Ability to work under pressure and manage deadlines Able to deliver projects to meet deadlines Ability to build effective working relationships with staff at all levels, volunteers, Trustees and other stakeholders A customer focused approach to problem solving and an ability to develop positive working relationships The ability to enthuse, engage and motivate others A good level of numeracy, research and analytical skills ducation / Qualifications GCS nglish and Mathematics or equivalent standard and educated to A level Knowledge / xperience Proven experience of administrative procedures in a support environment xperience of working in a customer focused team Knowledge of relevant employment legislation Relevant demonstrable experience in a Human Resources environment Knowledge of and a commitment to iversity and qual Opportunities Understanding of best practice in terms of employment policies, practices and procedures, including H&S A knowledge or understanding of mployment Law. A relevant professional qualification, e.g. CIP or studying towards this is not essential but this would be an advantage xperience of an HR administration role xperience of managing and developing volunteers Previous experience of administering recruitment and selection xperience of working with an HR system xperience of administering a variety of employee relations activities, i.e. redundancy, disciplinary, grievance xperience of staff development Personal Qualities Passion for and interest in HR nthusiastic and positive approach Self motivated Self organised Team player Trustworthy Customer focused Can use self initiative and be proactive Flexible and adaptable to differing demands ssential or esirable How this will be assessed

6 Other Full UK driving licence Compatibility with Charity values: excellence/respect/passion/teamwork/the personal touch/innovation Comfortable with dogs in the workplace / office Signature of Manager: Postholder's signature: Agreed on (ate): Review ate(s): Canine Partners is a registered charity that assists people with disabilities to enjoy a greater independence and quality of life through the provision of specially trained dogs, whose well-being is a key consideration.