Human Resources Assistant

JOB PURPOSE

To provide proactive clerical and administrative support within the Human Resources Unit, helping to ensure a professional, responsive, and customer‑focused HR service.

The role offers the opportunity to support a broad range of HR activities, with scope to develop responsibility in specific areas, while contributing across the wider HR function including staff development, equality, recruitment and selection, and employee relations.

MAIN DUTIES AND RESPONSIBILITIES

1.       Act as a first point of contact for HR‑related enquiries, providing a professional, helpful, and timely response to all stakeholders, which include staff, managers, students and members of the public.

 

2.       Responsibility for providing comprehensive administrative support to the HR Advisors, Business Partners and HR Management, thereby contributing to the effective and professional delivery of HR services across the organisation and supporting a collaborative team environment.

 

3.       Maintain accurate and up‑to‑date HR records and databases (manual and electronic), ensuring confidentiality, data integrity and compliance with GDPR at all times.

 

4.       Produce reports to support HR activity as required.

 

5.       Provide comprehensive administrative support to HR related meetings, including the preparation, collation and organisation of papers and documentation.

 

6.      Support managers and staff with a range of routine, non-complex HR matters, including but not limited to:

·        Annual and special leave

·        Recruitment and selection exercises

·        Terms and conditions of service

·        Contracts of employment and related documentation

·        Sickness absence

·        Grievance and disciplinary

·        Health and wellbeing

7.       Assist in delivering an effective and efficient recruitment service, supporting the end-to-end recruitment process and ensuring that all pre-employment checks, including Access NI and documentation are completed accurately and in line with College policies and procedures.

8.       Assist in the delivery of effective and efficient absence management processes, providing support with routine queries, absence administration, and the accurate recording and maintenance of absence management documentation in line with College policies and procedures.

9.       Assist in the development, delivery and evaluation of health and wellbeing initiatives to support the College’s Mind Yourself wellbeing programme.

10.    Provide administrative support to the HR Team in ensuring the accurate and timely processing of payroll across the College.

11.    Assist in the administration and promotion of equality of opportunity and good relations within the College.

12.    Assist in off boarding activities to ensure a smooth and compliant transition for staff leaving the College including the return of equipment, completion of leaver documentation and notification to relevant departments.

NOTES

Role Scope

This is a description of the job as it is at present constituted. The duties and responsibilities are intended to give a broad indication of the variety of tasks the post holder may be asked to undertake. It should be noted that a job description is not an exhaustive list of activities and staff may be asked to carry out duties commensurate with the grade of the post.

The job description may also be amended to take account of changed circumstances, and staff will be consulted when this is necessary. It is the College’s aim to reach agreement to reasonable changes, but if agreement is not possible, the College reserves the right to insist on changes to a job description after consultation with the post holder.

Equality

In carrying out the duties and responsibilities of the post it is expected that the post holder will do so in accordance with the College Ethos Equal Opportunities Policy and that in doing so the post holder will contribute to the discharge of Section 75 statutory duties and implementation of the College Equality Scheme.

Safeguarding

This is a post which is governed by The Protection of Children and Vulnerable Adults (Northern Ireland) Order 2003. Before appointing anyone to this post, it is policy to ask for the relevant check to be carried out by Access NI.

Smoking Policy

The College operates a no smoking policy and all staff are expected to adhere to this.

College Values

In order to deliver its objectives, the College has developed the following set of values and all staff expected to work within these; Supporting our community, Empowering our community, Respecting our community, Caring for our community.

Additional Duties

All staff at Deputy Head of School Level and above (including staff on NJC Terms & Conditions, band 6 and above) are required to participate in day, evening and holiday cover rotas as required.

Health & Safety

All Staff are required to contribute to a healthy and safe working environment and to adhere to all health and safety regulations and College policies.

 

Risk Management

All staff have a responsibility for ensuring that risks are managed at College, team and individual level. This process will include the assessment and effective control of all acceptable risk situations.

Budget Holders

All Budget holders will be responsible for ensuring the delivery of a balanced budget across their area of responsibility, including the delivery of any agreed cost improvement programmes.

Training

Staff will be expected to participate in staff training and development activities to update and enhance their own knowledge, skills and professional competence needed to fulfil the role effectively.

Reserve List

Please note that a reserve list may be created from this post from which further appointments may be made should the same or a similar post arise within twelve months of the interview date. Please note such posts may be based at any College Campus.

 

 Selection Criteria

Essential Assessment Criteria:

Hold a minimum of 5 GCSEs, grade A-C or equivalent, including English Language and Maths.

Have a minimum of one year’s clerical or administration experience, within the last five years.

 Experience of computerized management information systems, data input and data retrieval.

 Demonstrate an ability to work in a confidential environment.

 Demonstrate an ability to develop effective working relationships and work as part of a team.

 Demonstrate effective oral and written communication skills.

Desirable Assessment Criteria:

Have previous clerical or administration experience within a HR/Personnel environment.

 Demonstrate an understanding of HR procedures and standard practices.