HR & OD Administrator

As an HR & OD Administrator, you will provide efficient, effective, and confidential administration and data processing support to the Human Resources & Organisational Development Department. Your role will be integral to achieving the team’s strategic priorities, including maintaining a high level of internal and external customer service, meeting key performance indicators, and contributing to the development and implementation of administrative systems and procedures. MAIN RESPONSIBILITIES General Administration: Provide comprehensive administrative support to the HR & OD team, including secretarial, administrative, and data processing duties. Manage diaries, raise purchase orders, process invoices, record employee sickness absences, and handle incoming/outgoing mail. Respond efficiently to telephone and email queries, establish and maintain effective databases and filing systems, and arrange meetings. Take notes at HR-related meetings, transcribe recorded meetings, and assist in organising events and conferences. Recruitment and Selection Administration: Assist in preparing job descriptions, employee specifications, and terms and conditions of employment. Support recruitment processes, including uploading information to electronic recruitment systems, placing advertisements, and preparing application packs. Coordinate all pre-employment checks and requirements and administer the online recruitment system. Complete Fair Employment Monitoring and Article 55 Returns in line with the Equality Commission Northern Ireland regulations.

Payroll Administration: Act as a point of contact for HR-related queries, resolve payroll queries, process forms, and calculate annual leave entitlements.

Provide accurate and timely information to payroll for processing, including absence reports, payroll new staff and leavers reports, and salary increment reports. MAIN RESPONSIBILITIES Learning and Development: Support the delivery of learning and development activities, including collating training needs, formulating annual learning programs, and preparing training materials. Maintain training records, communicate with learners and training providers, and record and process requests for external learning opportunities.

HR & OD Technology: Implement and maintain computerised HR & OD systems, update personnel and learning management information systems, and support the integration of systems. Produce reports from relevant systems and contribute to the development of procedural and operational guidance on HR systems.

Service Development: Participate in continuous improvement initiatives, represent the organisation professionally, and implement corrective actions arising from audits. Support efficient financial management and use of resources, including maintaining financial recording systems and supporting fundraising activities. Support and participate in the implementation of improvement plans, ensuring compliance with organisational quality procedures.

Health and Safety and Equal Opportunities: Contribute to promoting health and safety practices and equal opportunities within the organisation. Comply with organisational policies and procedures, promote the organisation's mission and values, and attend relevant meetings and training. Any other duties as required. ESSENTIAL CRITERIA Education/Qualifications 5 GCSEs or equivalent, including English and Maths

Experience Demonstrable experience in an administrative role within an HR or OD setting, maintaining accurate electronic and manual records. Demonstrable experience working with HR systems and software. DESIRABLE CRITERIA CIPD qualification SKILLS, ABILITIES & KNOWLEDGE Proficiency in managing various administrative tasks with efficiency and effectiveness. Clear and effective verbal and written communication abilities suitable for conveying information across different organisational levels. Demonstrated capability in organising and prioritising tasks systematically to meet deadlines and objectives. Advanced skills in utilizing software applications such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and HR databases. High level of attentiveness and accuracy in reviewing and verifying information for completeness and correctness. Adaptability to changing circumstances and readiness to adjust work schedules or tasks accordingly. Ability to effectively collaborate within a team environment, contributing ideas and expertise to achieve common goals.