Job Title: HR Administration Assistant
Department: Administration Team
Reports To: Office Manager
Management Of: None
- No late evening or overnight working
- No Sunday or Bank holiday working
- Paid training in house and via our online platform
- Annual leave and sickness package
- Opportunities to develop new skills
- Employee assistance program offering confidential advice 24/7
- We pay for your DBS and for joining the update service
Who are we?
We are an independent charity, registered separately with the Charity Commission, but affiliated to the Royal Mencap Society. We provide a range of day and out-of-hours services for children and adults with a learning disability, including those with additional physical disabilities, complex medical needs and challenging behaviours.
What do we provide?
- Respite care for children via play activities held after school, at weekends and in the school holidays
- Flexible care and support in people’s own homes or the community, to help them to live more independently
- Day Services – Monday-Friday day service activities and care for adults
- A teatime service providing a two-course meal and supervised activities as a bridge between day services and evening activities so that service users can remain more independent, and parents/carers have longer respite (Tues/Thurs/Fri)
- Evening activities such as Gateway Club, a drama group and discos, which provide social opportunities for adult service users to meet up with friends (Tues/Thurs/Fri)
Main Purposes of the Role
To support effective HR functions of the organisation, such as recruitment, employment law processes, annual leave/sick leave, payroll etc.
To provide administrative support to the organisation, with tasks in health and safety, training, premises, communications, Finance, other general administrative tasks and the CEO.
Key Tasks and Responsibilities
New Starters
- Obtain pre-employment checks as required by CQC guidelines.
- Assist with recruitment administration by posting job ads online, shortlisting CVs, and scheduling interviews.
- Complete all HR administration for new starters, leavers, personal details changes and update the HR records accordingly.
- Monitor training needs, setting up and maintaining training course records, organising and booking training.
- Ensure that all equipment issued to new starters is logged correctly and accurate records maintained.
- Assist to respond to requests for references for ex-employees.
- Set up and maintain Personnel files to CQC standards.
- Maintain confidentiality in accordance with GDPR requirements at all times.
Leavers
- Assist with if needed the termination process of salaried personnel i.e. termination letters, exit interviews, holiday calculations and payroll processing
Employee Relations
- Attend formal meetings with Management / Committee Members acting as a witness and minute taker, setting up the room and assisting with arrangements where necessary – maintaining confidentiality.
Training
- Monitor and plan training, including full training for new employees to ensure a prompt start and new/ refresher training for current employees to CQC, Ofsted and Commissioner requirements.
- Assist with completion of full set up and inductions for new staff.
- Claim back funds for training/qualifications where possible, e.g. through LDSS training fund.
HR Administration/Support
- Assist the relevant Manager with recruitment and selection as required. Shortlisting, booking interviews, liaising with candidates, etc ensuring compliance with organisation policies and procedures and best practice.
- Provide HR administrative support as required, letters, calls, correspondence, etc
- Preparation of minutes and records as required.
- Interface with Payroll to ensure timely and accurate processing of information and payroll payments.
- Maintain up-to-date and accurate electronic personnel and training records.
- Maintain accurate holiday and sickness records.
Other
- Working on own initiative as and when required as well as working flexibly and adapting to the demands of the team/organisation as appropriate.
- Following all organisation policies and procedures, including the HR Manual, ACAS guidance and liaising with Citation for further HR support and guidance where needed.
- Other general administration duties as required.
- Answering calls and providing cover for the Administrative Assistants /team members as required.
- Assist with the effective running of the Administration team, Health and Safety checks, Finance.
- To complete tasks identified on the Quality Assurance Schedule to ensure quality across the organisation.
- Assist with meetings and minuting as required.
- Any other tasks required by Line Management.
- To provide emergency cover in Service Delivery Team if needed to ensure safe services.
Key Results & Objectives
- Effective personnel systems/files and processes in line with legislative requirements, CQC, Ofsted and commissioners contracts and guidance.
- Working in line with employment law guidance, regarding personnel issues such as sick leave, annual leave, maternity, paternity, etc. Keeping own employment law knowledge and practice up to date to ensure organisational compliance.
- Maintaining accurate and up to date personnel information.
- Training up to date and in line with requirements of CQC, Ofsted, and commissioner’s requirements in order to provide a high-quality, safe and sustainable service.
- To support the effective functioning of the Administration Team.
Responsibilities
- Personnel Files, HR databases, electronic systems, and Training Records.
Job Specification (E=Essential | D=Desirable)
Skills, Qualifications, and Experience
- At least one year working in a HR role. (E)
- Experience of working in a health/social care environment. (D)
- Previous experience of working as part of a HR team. (E)
- Flexible approach to working. (E)
- Experience of supporting employment law processes, such as grievance and disciplinary issues. (E)
- Information and communications technology competency and an understanding of how ICT can be used to support effective record-keeping. (E)
- Knowledge of and a commitment to keeping own and other staff’s mandatory/other agreed training up to date. (D)
- An understanding of how to keep defensible documentation that protects service users, staff, the organisation and other stakeholders. (E)
Personal Qualities, Attributes, and Abilities
- Excellent verbal and written communication skills. (E)
- Strong interpersonal skills. (E)
- Maintaining high standards of confidentiality. (E)
- Flexibility of approach, with effective problem-solving skills and excellent organisational ability. (E)
- The ability to remain calm under pressure and to retain a sense of proportion when coping with difficult situations. (E)
Pay: £12.79 per hour
Benefits:
- Casual dress
- Employee discount
- Free parking
- Health & wellbeing programme
- On-site parking
- Referral programme
- Sick pay
- Store discount
Work Location: In person
