Job description: Human Resources (HR) Assistant Responsible to: Human Resources Manager Period of Notice: One calendar month Pay scale: RSD 44 Job Purpose: To assist in the provision of a comprehensive and professional HR service to the Academy. Key Responsibilities: Recruitment 1. Understand and put into practice the requirements of the Safer Recruitment in Education regulations. 2. Day to day running of the HR recruitment mailbox. 3. Collate and issue of job packs to interested candidates. 4. Organisation of the interview process and any testing as required. 5. Issue of: letter of appointment, job offer pack, contract of employment. 6. Collection (and if necessary chasing) of: medical advice, and proof of qualifications. 7. Collect and verifying employment references. 8. Preparation of induction packs. 9. Organising the first day induction for new staff members. 10. Collation of first day induction documents and new joiner forms. 11. Organising the termly new staff induction day. Safeguarding/Enhanced Disclosure and Barring Service (DBS) checks 1. Produce, and record the Barred List checks for new staff, trustees, governors, consultants and volunteers. 2. Organise and complete the Enhanced DBS applications for staff, trustees, governors, consultants and volunteers. 3. Verify and forward completed DBS applications to the Academy s DBS Umbrella organisation via our on line system. 4. Keep the Academy s Single Central Register of staff, trustees, governors, consultants and volunteers updated. 5. Collate completed DBS checks and obtain verification of employment from the Director of Finance & Resources. Employee Development 1. Book training courses for staff (after approval). 2. Arrange, organise and communicate to all staff the yearly September training day/s. 3. Log training expenditure and help manage the budget, e.g. questioning necessity of duplicate bookings/courses. 4. Log of training courses against individual CPD records for monitoring purposes. 5. Sourcing external training/qualifications in view of fulfilling individual/role specific/departmental or organisational training needs. 2015 10 27 Job Description & Person Specification HR Assistant Page 1
6. Liaise with external training providers/internal specialists when arranging training courses. 7. Assist the HR Manager with the running of internal training programmes. 8. Collate details of staff who have received Health and Safety and/or Mini bus Driver training. Liaising with staff where their respective qualifications need renewing. 9. Ensure that Fire Wardens, First Aiders and other Health & Safety support is maintained with periodical training as when required. 10. Chase and collating outstanding appraisal forms. 11. Liaise with Interpreters and coordinating allocation and documents required. 12. Coordinate online training and communication, including generating user manuals. Co ordination of BSL Services 1. Co ordinate the BSL Service, bringing together BSL Training for Staff from an external accredited organisation. 2. Assist in the promotion of BSL Services internally. 3. Provide all related administration for BSL courses as necessary including course registration, student information, timetabling, re sits, invoicing, co ordinating exam registration, sending out certificates, room booking, ordering catering, liaising with BSL Tutors, co ordinating use of BSL materials, co ordinating practice opportunities, organising Internal, External and Desktop Verification processes, organising meetings with providers, responding to enquiries, monitoring results, analysing data and preparing reports. 4. Liaise with Finance to ensure effective co ordination of payments and provision. 5. Evaluation of courses and where improvements can be made/adjusted. 6. To be the first port of contact for all staff regarding BSL courses. 7. Monitor the provider portal as the Centre Administrator for student s qualifications. 8. Monitor and ensure the BSL budget is on track. 9. Organise hospitality before and after each BSL weekend/week. Employee Benefits 1. Organise meetings with employees and the Advisor from the Group Personal Pension scheme. 2. Answer questions in relation to annual leave and sickness pay. 3. Assisting HR Manager with research on salary surveys and in specific areas to gain knowledge of other employer benefits to ensure we are offering a competitive package. Employee Relations and Management Support 1. Assist the HR Manager in implementing the Academy Values within all Academy HR processes and activities. 2. Distribution of agenda s and paperwork for the Finance & Resources committee 3. Co ordinate the Staff Forum the Health & Safety committee, acting as secretary to both. Producing accurate and timely minutes. 4. Keep staff HR files up to date including the retrieval of information as requested by payroll/heads of Department, keeping archives up to date and secure, and accessing as required 5. Keeping the electronic HR files up to date. 6. Producing Variation to Contract (VTC) letters for staff whose employment terms may have changed. Chasing outstanding contracts of employment and VTC letters. 7. Making note of probationary review dates, sending review forms to managers and chasing outstanding reviews. 2015 10 27 Job Description & Person Specification HR Assistant Page 2
8. Liaising directly with staff leavers on their final day of employment in view of collecting any Academy property. Equal Access/Equality & Diversity 1. Liaise with HR Manager with regard to which policies/documents are required for translation. 2. Book interpreter support through Academy In house Interpreter and providing them with the necessary preparation. 3. Communicate the content of the document to the interpreter so that they can translate it into BSL and filming the translation. 4. Edit the film i.e. removing outtakes and unnecessary sound. 5. Load the film onto You Tube. 6. Advise relevant staff and staff forums once the translation has been completed. 7. Ensure an effective record and filing system is kept up to date of translated documents and communications. General Administration 1. Answer cold job enquiries and keeping interested persons on file. 2. Complete reference requests for staff and ex members of staff, and mortgage/rental companies. 3. Managing staff details on SIMs. Other Duties: 1. Uphold and demonstrate the Values of the Academy at all times. 2. 3. Participate in annual performance appraisals and undertake relevant staff development. 4. To be responsible for the health and safety of self and others (in accordance with the Academy s Health & Safety Policy). 5. Provide cover in other areas as required. 6. Carry out any other appropriate duties requested by the Chief Executive or Head of Department. 7. Make secure all buildings on leaving the site. 8. To be responsible for promoting and safeguarding the welfare of children and young adults responsible for (or come into contact with) in accordance with the Academy s Safeguarding Policy & Procedures The above list is indicative and not exhaustive. The Human Resources Assistant is expected to carry out all such additional duties as are reasonably commensurate with the role. I accept this job description as a definition of the key responsibilities and duties of the post of Human Resources Assistant. I appreciate that the above list is not indicative and exhaustive and that additional duties as reasonably commensurate with the role may be required of me. 2015 10 27 Job Description & Person Specification HR Assistant Page 3
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Person Specification: Human Resources Assistant Criteria Essential Desirable A COMMITMENT TO THE VALUES OF THE ACADEMY Able to communicate effectively with all Academy stakeholders, whilst * enabling all to understand and contribute. The ability to put an individual s welfare at the heart of everything, enabling * everyone to be safe and to be treated with thoughtfulness and consideration. The ability to treat all languages, cultures, beliefs, individuals and roles with * dignity and to value equally. A commitment to developing and delivering effectiveness and skill through * determination, dedication, resilience, time and patience. A hopeful and encouraging attitude, believing that real progress and change * are always possible. Able to set high standards, aspire to excellence and always looking to improve. * QUALIFICATION & TRAINING Mathematics & English GCSE Grade C. * Level 3 qualification in Business or a related subject area * Level 2 qualification in British Sign Language (if not currently held, the successful candidate must commit to studying to achieve this) CIPD Certificate in HR Practice * * EXPERIENCE Successful work experience in a HR department within a commercial setting. * Providing HR support and advice to employees and line managers * Experience of using Microsoft Office, particularly Word, Excel and Outlook. * Experience of data inputting * KNOWLEDGE & SKILLS Good numeracy and literacy skills * Some understanding of employment legislation * Basic understanding of Health & Safety policies and procedures * Understanding of the importance of confidentiality when handling sensitive * information Ability to manage and prioritise own workload. * 2015 10 27 Job Description & Person Specification HR Assistant Page 5
Confidence in using own initiative * PERSONAL QUALITIES The ability to form and maintain appropriate relationships and personal * boundaries with children and young people Commitment to Academy values including excellent communication skills with * the ability to respect others A commitment to continuous improvement * Excellent communication and people skills * A high level of attention to detail * Ability to work effectively and productively in a small team * Ability to use own judgement whilst having the confidence to ask for help and * guidance Able to build appropriate professional, friendly and accessible relationships * with employees and line managers. Enthusiastic problem solving mentality. * Enjoys working in a diverse environment with both adults and children. * Methodical approach with an ability to work under pressure * An interest in developing the role and the work of the HR department * further An understanding of how the principals of Equality & Diversity can * benefit an organisation An understanding of how Equality & Diversity best practice can be implemented successfully within the workplace A commitment to Safeguarding best practice * * 2015 10 27 Job Description & Person Specification HR Assistant Page 6