Human Resource Assistant

Post: Human Resources Assistant   

Designation: Fixed term until 31 August 2018 with a possibility of permanent thereafter.  

Hours: 37 hours a week, with more flexibility during non-term time negotiable.   Salary: Spine point 26-29 (£20,924 to £22,941)  

Responsible to: Human Resources Manager   

Purpose: To provide generalist, comprehensive and high quality administrative support to the HR Manager and Staff Development administrative assistance to the Vice Principal. To also provide support to the college’s managers and employees in relation to all HR matters in a professional, discrete and confidential manner at all times  

Key Duties:  

Answer queries from the management team within the College concerning progress on current HR issues. 

Manage all administrative tasks with the Vice Principal which relate to staff development, teacher lesson observations, records, data and analytics.  

Answer queries and maintain outstanding working relationships with internal and external trade union representatives. 

Maintain accurate data on the HR database (Resource 32000 provided by Mondas), inputting new and amending current data, approving changes of employees’ home addresses, telephone numbers and work contact details. 

Generate employee reports from the database as and when required. 

Receive resignation letters and acknowledge them, prepare termination forms for Finance and complete starter/leaver reports on a monthly basis as well as calculate leavers’ holiday pay and complete change of pay forms as required. 

Collate data and prepare documentation for all relevant meetings (including agendas where appropriate). 

Manage the process of exit interviews, with employee leavers and produce annual reports analysing reasons for leaving. 

Word process documents for the HR Department including the use of functions such as tables and columns, mail merge, boxes and graphics. Audio / copy typing skills will be a distinct advantage. 

Deal with the collection and distribution of internal and external mail for the HR Department. 

Administer recruitment from advertising to appointment and thereafter, induction including: new starter ID cards, photos, right to work in the UK documents, qualification certificates, apply for references, invite for interview and carry out enhanced DBS checks and international checks (when necessary) whilst maintaining the Single Central Record. 

Receive and progress administration for all flexible working requests in line with the college’s policies and procedures together with the appropriate college manager.  

Receive and input, as well as process accurate staff absence information and prepare relevant reports. 

Support college managers in return to work processes following sickness absence / maternity leave etc. 

Complete change of pay forms, and draft letters advising staff of changes to their terms and conditions of employment as advised by the HR Manager including (but not limited to) annual increments / standards payments. 

Maintain personnel files and HR files in good order inclusive of filing correspondence on the shared drive and in personal / HR files as well as sending leavers’ files for archiving.  

Maintain stationery levels for the HR department as required and ensure the stocks are tidily maintained. 

Liaise with external recruitment agencies in order to obtain cover for absent teaching / support staff when necessary in the most financially viable manner. 

Manage all workstation H&S paperwork /electronic records for staff. 

Check that the return of probationary review forms are on time and prepare confirmation of employment letters for signing by HR Manager. 

Manage the college’s appraisal system and spread sheet ensuring staff appraisals do not lapse. 

Act as first point of contact for the HR Department when staff or visitors come to the office or email / telephone. 

Act as back up for the Principal’s PA / Reception Manager to send out contracts of employment during busy periods / holidays and any other reasonable duty. 

Provide a confidential PA/Secretarial service to the HR Manager and deal with callers to the Department in person in an appropriate and professional manner, providing the appropriate level of information according to the nature of the enquiry and referring matters to the HR Manager where the answer to the query is not known. 

Co-ordinate the HR Manager’s diary on a weekly basis, make appointments and arrange and collate documents for all meetings. 

Attend and take minutes at HR Meetings, disciplinary, grievance or appeal hearings, using shorthand or longhand or touch typing and produce accurate typed minutes as soon as possible after the meeting (i.e. within 2 working days). 

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Please see attached full job description

Please complete the application form, criminal background check and equal opportunities form 

We reserve the right to close the vacancy earlier depending on application numbers