HUMAN RESOURCES ADMINISTRATOR
£18,555 to £20,256 per annum
Closing date: 8th November 2012
City College employs approx 800 staff and the Human Resources team provides a full range of services to managers and staff across the College.
The successful candidate will be responsible for providing a general front line administrative HR service to the HR department, staff and managers. The duties will be varied and will primarily involve supporting the HR Team in the delivery of an effective HR administrative support service. The successful candidate will be responsible for ensuring all HR Administrative systems are maintained, reviewed and developed, sourcing new ways of electronically maintaining the required records to a high standard. The workload will be varied and the ability to successfully juggle conflicting priorities will be essential.
This post is seen as a developmental role and therefore may provide the successful candidate with the opportunity to gain valuable experiences to develop into a HR Business Partner post in the future. There will also be the opportunity to get involved in projects covering other areas of HR, including the development of the HR intranet site.
Previous HR experience would be an advantage but is not essential. The College is willing to support individuals wishing to start or continue studying for their CIPD qualification.
Candidates will need to have excellent communication and interpersonal skills in order to build relationships with both internal and external customers. Demonstrable organisational skills, proven administrative capability, attention to detail, accuracy and an ability to work to deadlines are all essential requirements for this role. Details of the person specification and the accountabilities of the post are given below.
• Excellent administrative skills and experience
• Excellent IT skills (including Word and Excel), good word processing/typing skills and the ability to easily create and manipulate data.
• Experience of creating and maintaining administrative systems using sound organisational ability
• Excellent customer service skills.
• Excellent communication skills.
• Flexibility and adaptability.
• Ability to work as part of a team and proactively use own initiative.
• Ability to deal sensitively with confidential information.
• At least one years sound high volume administrative experience, ideally gained by organising recruitment activities or within an HR department.
• Previous generalist HR experience
• Previous use of computerised HR system
• Certificate in Personnel Practice
• Web design / development skills
The postholder will report to the Employee Relations Manager and will work alongside the existing HR Business Partners. The postholder will be accountable for:
A. The provision of effective and efficient human resource administrative service to the Human Resources Department as directed by the Employee Relations Manager..
B. To review and develop HR administrative records, update information, and processes to create, effective administrative systems for the HR department.
C. Provide efficient recruitment administrative assistance in order to meet the
needs of College employees and recruitment process for prospective
D. Providing general administrative assistance as directed from time to time by the Employee Relations Manager.
E. Provide excellent customer service to both internal and external customers
F. Complying with College wide policies and procedures
Below is a suggested list of duties that these accountabilities cover. This list is not exhaustive and may vary from time to time in order that the accountabilities may be met. Such changes are a common occurrence and cannot of themselves justify a re- grading of the post.
CHECK LIST OF TYPICAL DUTIES
1. To provide effective administrative service to the HR department and the College.
2. To liaise with other College departments in relation to HR administration,
policies and procedures.
3. Note taking in disciplinary hearings, grievances and investigations as required.
4. Running monthly new starter reports for safeguarding and safer recruitment processes.
1. To maintain, review, develop and update all current HR administrative systems, processes and information.
2. To develop and update HR information held on the College intranet sites.
3. Ad hoc project work as requested.
4. Preparing for College safeguarding audits and Ofsted inspections.
1. To ensure all pre-employment safeguarding checks are completed thoroughly and logged accurately, including right to work in the UK, references, medical questionnaires, CRB disclosures, List 99 checks and qualification certificate evidence.
2. Coordinate prompt information return using central logs to monitor and control issue to chase for a timely information return. Updating records with returns accordingly.
3. Setting up new starter HR files, entering new starters on the HR database
and the timely production of letters and contracts.
4. In the absence of the Recruitment HR Administrator, to provide appropriate administrative assistance, preparing interview packs and shortlisting as and when required to ensure the effective advertising of College vacancies.
5. Managing the recruitment of temporary, volunteer and non-College staff liaising with agencies and departmental managers. Ensuring all safeguarding and associated checks are in place and records updated.
1. To deal with personal, written, telephone and e-mail queries from employees, outside organisations and members of the public and follow-up as required.
2. To ensure HR files are complete in line with current safeguarding and employment legislative practices.
3. To provide general administrative assistance as required to the HR department.
1. To be approachable and efficient in dealing with queries from both internal and external customers.
2. To be confident in communicating with all levels of staff at the College.
3. To deal efficiently and calmly with difficult and pressurised situations.
1. Participate in College probationary review and appraisal processes, agree objectives with the line manager and ensure they are achieved.
2. Comply with the College’s Health and Safety policy.
3. Work to promote and contribute to the College’s Equal Opportunities Policy.
4. Apply the College’s safeguarding policy and practices.
5. Comply with the College’s procedures in relation to the requirements of the Data Protection Act.
6. Undertake such other duties as may be reasonably required.
HUMAN RESOURCES ADMINISTRATOR JOB REF: BS917
£18,555 to £20,256 per annum
Full details of conditions of service will be provided in the contract of employment. For information, a summary of the main conditions is given below.
Exclusivity of Service
Employees must not, without the written consent of the Principal, undertake any employment or engagement which might interfere with the performance of duties at the College or conflict with the interests of the Corporation.
The salary will be in the range £18,555 to £20,256 per annum (Harmonised Pay Scale 4 points 15 to 18).
The standard working hours are 37 per week and the hours you will be expected to work will be in agreement with your line manager and may be subject to change. The College normal working week includes Saturday working and it will be necessary to work on a Saturday or in the evenings for which you will be given time off in lieu.
The entitlement for the period of this contract is 20 days per annum plus statutory and public holidays. This will rise to 25 days in the leave year following completion of 5 years service. Annual leave is usually taken during College vacation time. In addition, the College may decide to close for up to 5 working days over the Christmas period. In these circumstances, you will be entitled to these days in addition to the basic 20 days. Any College closure of more than 5 days must be taken as part of the 20 days annual leave.
All employees automatically become members of the Local Government Pension Scheme unless they decide to opt out. Your contribution rate depends on how much you are paid. The pay bands that apply from 1 April 2012 are:
If your full-time Pay Rate is: You pay a contribution of:
Between £15801 and up to £20400 5.9%
The pay band ranges will be increased each year in line with the cost of living. City College Brighton and Hove will make a further contribution of 18.5% of the pensionable pay.
All potential new staff are required to complete a Health Questionnaire and may be asked to attend a medical check.
All new staff to the College will be subject to a probationary period. The probationary period for this post is 6 months. Appointment to the College will only be confirmed after the satisfactory completion of the probationary period.
The Protection of Children and Vulnerable Adults
The College is committed to safeguarding and promoting the welfare of children and vulnerable adults, and applicants must be willing to undergo child protection screening appropriate to the post, including checks with past employers and the Criminal Records Bureau.
The nature of this post requires the College to undertake a Criminal Records check on the appointed candidate for any convictions which make it undesirable for the candidate to undertake this post. Under the terms of the check you are not entitled to withhold information about convictions which for other purposes are “spent” under the provisions of the rehabilitation of Offenders Act 1974.
For these reasons, if you are shortlisted for this appointment you may be asked to complete a more detailed form for the purposes of the check. Any information you provide at that time will be treated as strictly confidential and will only be considered in relation to this application.
Please note that a conviction, bind-over or caution will not automatically disqualify you from employment, but any failure to disclose is likely to result in your dismissal. By signing the application form, you will be acknowledging that you understand that a criminal records check may be made.
English, Maths and ICT
The College is committed to ensuring that all staff have the necessary GCSE or equivalent in Maths, English and ICT (ECDL or CLAIT). The College is committed to providing support or training where appropriate to assist staff to achieve these qualifications.
Smoking is not permitted on College premises.
The College operates a Childcare Voucher scheme for eligible staff. Further information on local childcare can be found on the Childcare Link website www.childcarelink.gov.uk.
There are limited car parking spaces available on College premises for a termly fee. Unfortunately we are unable to guarantee a parking space for all staff.
These are open to College staff and include use of the Library, Refectory and Staff Common Rooms.
Completed application forms should be returned to The HR Dept, City College Brighton and Hove, Pelham Street, Brighton, BN1 4FA. Alternatively, you can email your completed application form to: email@example.com Closing date: 8th November 2012.
***IMPORTANT INFORMATION - PLEASE NOTE***
You should be aware that any CVs attached will not be used in the short-listing procedure, therefore please use the application form fully. Additional unnamed sheets may be included if necessary. This will assist the College in adhering to its equal opportunities procedure.