Human Resources Assistant

MAIN DUTIES AND RESPONSIBILITIES

Carry out the full range of administration duties within the recruitment and selection process, including the provision of advice and guidance to line managers and participation on shortlisting and selection panels when required. Ensure that offer letters and contracts of employment are issued in accordance with Council policy and statutory requirements.

Provide a confidential secretarial support service to the Human Resources Department, including arranging and servicing meetings and taking notes for Disciplinary, Grievance and Absence Management meetings as required.

Ensure comprehensive personnel records are maintained and managed in accordance with Data Protection Principles.

Liaise with payroll on salary issues, including appointees, leavers, fixed-term contracts, job evaluations and amendments to contracts. Ensure necessary documentation is furnished to payroll.

Assist with the implementation of the Council’s Attendance Management Policy, including the maintenance and monitoring of records and reports, and support line managers at meetings.

Operate the computerised Purchase Ordering System within the Human Resources Section, process monthly accounts and liaise with suppliers as required.

Calculate employees’ annual leave entitlements, issue annual leave cards and maintain annual leave records.

Provide support to the Human Resources Officers across the full range of Human Resources activities.

Liaise with relevant stakeholders and legislative bodies as necessary in connection with Human Resources matters.

Assist the Head of Human Resources in any duties as required.

Participate in joint working groups and project teams as directed by the Head of Human Resources and Organisational Development or nominated officers.

In addition, the Human Resources Assistant may be required to focus on one or more of the following specific responsibilities:

a. Provide a Personal Assistant role to the Head of Human Resources and Organisational Development, including dealing with incoming telephone calls, emails and diary management.

b. Organise and service a range of Union meetings, including the Council’s Joint Consultation and Negotiating Forum (JCNF) and Local Consultation and Negotiating Forum (LCNF).

c. Research and collate information and produce reports and analysis on Human Resources-related matters for the attention and action of Heads of Department, Business Unit and Line Managers, the Executive Management Team and Council Committees, as appropriate.

d. Undertake the full range of Recruitment and Selection duties.

Undertake any other relevant duties that may be required and are commensurate with the nature and grade of the post.

Qualifications and Training

• A third-level qualification (for example, HNC/HND, Level 4 or Degree) in line with the Qualifications and Credit Framework (QCF).

Applicants who do not possess a relevant third-level qualification must demonstrate four years of relevant experience as outlined below. This alternative applies only where the essential qualification is not held.

Experience

• One year's experience within a Human Resources team or function, providing support across Human Resources activities.

OR

• If applicants do not meet the essential qualification outlined above, they must have at least four years of evidenced experience in a Human Resources function.

Key Skills, Knowledge and Attributes

• IT literate, including Microsoft Word, Excel, Outlook and PowerPoint.
• Ability to negotiate, influence and advise.
• Effective interpersonal skills.
• Effective teamwork skills.
• Effective communication skills, including confident oral communication and the ability to produce professional letters and reports.
• Organisational skills.
• Ability to analyse and present data.
• Confidentiality and knowledge of GDPR.
• Ability to work under pressure.
• Customer-focused approach.

Working Arrangements / Flexibility

• 37 hours per week, Monday to Friday, 9:00 am to 5:00 pm.
• A flexible working hours scheme is in operation.
• The postholder may be required to work additional hours and outside normal working hours to meet the needs of the post.