Human Resources Administrator

Expected hours 20 per week

£25,000-£27,000 FTE

£14,285-15,428.00 pro rata for 20 hours

Overview

We are seeking a dedicated and experienced Human Resources Administrator to join our dynamic team. The ideal candidate will play a crucial role in managing various HR functions, ensuring compliance with employment and labour laws, and fostering a positive workplace environment. This position requires strong organisational skills, excellent communication abilities, and a thorough understanding of human resources management practices.

Job Purpose

• To deliver administrative support across a full range of HR general services for a range of clients.
• To deliver timely HR services and advice working closely with the staff teams in VIable’s client organisations.

Key Responsibilities and Accountabilities:Recruitment

• Manage end to end recruitment processes including:
• Review Job Descriptions and Person Specifications
• Prepare recruitment packs and advertise
• Manage applications and shortlisting process
• Liaise with candidates and scheduling of interviews,
• Prepare offer letters and obtaining references
• Ensure appropriate recruitment checks are in place
• Issue contracts of employment
• Deliver advice on matters of recruitment and selection processes including compliance with pre-employment legislation for the appointment of all new staff,
• Supervise an ongoing quality assurance function for documentation within the HR function including, recruitment and selection paperwork as well as contracts

HR Database Management

• Maintain accurate HR databases with employee information and necessary documentation inc.
• Deliver onboarding training for Employees and Managers on managing the HR system.
• Train managers and staff on the effective use of the HR system including new features and functionality.
• Onboard new starts including calculating leave entitlements and working patterns.
• Ensure leave and sickness details are accurate and up to date.
• Manage leavers for clients.
• Produce periodic HR dashboards for clients.
• Provide advice to clients on HR systems including resolving or supporting HR issues.
• Complete year end processes including calculating carry overs of leave and TOIL etc.

HR Administration

• Produce professional documentation.
• Provide general advice on policies and procedures.
• Customise HR documents as required.
• Deliver administration support for discipline and grievance.
• Provide support for managing absences
• Take minutes of meetings as required
• Maintain the HR filing system and records of documents.
• Establish, maintain and develop effective working relationships with internal and external clients and partners.
• Diary Management for CEO and clients as required

General

The key responsibilities above give a broad outline of the functions of the post. However, these duties must be approached in a flexible manner. The post holder will be expected to adapt to changing circumstances and undertake other duties appropriate to the grade of the post as allocated by your line manager as part of working in a small team to deliver VIable mission, vision and goals. The outline of responsibilities may change from time to time.

· To adhere to existing work practices, procedures, undertake relevant training and development activities and to respond positively to new and alternative systems.

· To attend and contribute to staff meetings and one to one supervision meetings.

· To demonstrate commitment to VIable by regular attendance and the efficient completion of all tasks allocated.

• To work with information technology and associated systems in accordance with VIable Policies and Procedures.
• To co-operate with VIable in complying with relevant health and safety legislation, policies and procedures, in the performance of the duties of the post.
• To carry out duties and responsibilities of the post in compliance with VIable’s equal opportunities policies.
• To maintain confidentiality and observe data protection and associated guidelines where appropriate.

Qualifications- ESSENTIALQualifications

• Bachelor's degree or diploma in Human Resources, Business Administration, or a related field

Or

• CIPD Level 3 qualified

Experience

• At least 2 years’ experience in an HR administrative role
• Knowledge of current and pending employment legislation in NI
• Experience of maintaining HR databases
• Experience of providing end to end recruitment

Skills & Abilities

• Ability to plan and prioritise workload of self and good time management skills.
• High level of attention to detail and accuracy.
• An ability to communicate effectively both verbally and in writing.
• Ability to understand consistency, quality & organisational reputation issues in HR management
• Good interpersonal and team working skills with a flexible and adaptable attitude to work.
• Ability to work accurately under pressure of multiple deadlines
• Ability to adapt to a changing environment and to work with minimum supervision
• Excellent IT skills in Microsoft Office packages, e.g., Word, Excel, Outlook.

Qualifications- DESIRABLE

• Experience of working in the Voluntary, Community and Social Enterprise Sector
• Experience of working with SMEs
• CIPD level 5