HR Assistant. Our vision. Our mission. Our values

Transcription

1 HR Assistant Department: Responsible to: Location: Contract length: People HR Operations Manager Glasgow Permanent Our vision That every child receives one daily meal in their place of education and that all those who have more than they need, share with those who lack even the most basic things. Our mission To enable people to offer their money, goods, skills, time, or prayer, and through this involvement, provide the most effective help to those suffering the effects of extreme poverty in the world s poorest communities. Our values Confidence in the innate goodness of people respect the dignity of every human being and family life good stewardship of resources entrusted to us. Job description: HR Administrator 1

2 Job purpose Reporting to the HR Operations Manager, the HR Assistant is responsible for providing HR administration support and process guidance across a range of People activities. Acting as the first point of contact for all employee queries, using intuition to escalate where required. Proactive and attentive to the needs of our employees through operational insight to deliver an excellent service. Job description: HR Administrator 2

3 Key activities HR Assistance and systems Provide first line support to managers and employees by sign posting them to appropriate policies and procedures Take responsibility for the HR inbox Administer probationary review time periods notifying HR Partners and managers when probationary periods are concluding Maintain manual and electronic employee folders, filing contracts, letters, s and details updated regularly Maintaining employee records on the HR database and ensuring records are accurate and up to date. Responsible for transacting changes and instructing Payroll as required. Update Pensions for starters & leavers via Portal Generate contractual change letters Work with the wider HR team to map and define processes and create practical guidance documents Escalate any queries or concerns as required Manage bookings for travel packs Ensure travel packs are fully stocked and complete Recruitment & Induction Place recruitment adverts as advised by Recruitment Partner Load adverts on the MM websites and on relevant job boards Manage MMI jobs inbox and provide managers and candidates with timely updates throughout the recruitment lifecycle Administration of applicant records including shortlisting via the Recruitment ATS Preparing selection documentation for managers including printing /copying of interview forms Set up interviews and recruitment packs Produce offer letters and employee contracts Coordinate the reference checking process and complete related administration Ensure all new starter paperwork is completed and provided to Payroll Prepare induction packs for new starts Coordinate induction process, including trips to Dalmally Organise for ID badges for staff who travel to programme countries Maintain the relevant Recruitment and HR trackers with up to date information for the wider People team Job description: HR Administrator 3 Projects

4 Key relationships Reports to: HR Operations Manager Internal relationships: People team MMI staff External relationships: Recruitment Agencies National Affiliates Direct reports: None Qualifications, skills and experience Essential Desirable Relevant 1 years experience in an HR administrative role Experience of data entry within HR information systems Ability to work under pressure, prioritise own workload to be able to deliver a quality output on time Excellent organisational skills with the ability to plan ahead whilst still being able to adjust to constantly changing work priorities Demonstrates attention to detail and high level of accuracy Demonstrable skills in establishing, developing and nurturing collaborative relationships at all levels and across different cultures Strong written and verbal communication skills Commitment to providing a high level of service to all stakeholders Demonstrates an up-to-date knowledge of HR best practice CIPD Level 3 Foundation Award in HR Essentials or an Equivalent qualification Job description: HR Administrator 4

5 Mary s Meals International team member competencies All Mary s Meals International employees approach their role in line with the 7S competency model. Self I demonstrate resilience I lead by example I m authentic and true to Mary s Meals values I develop myself and set stretching goals Service I have a vocational attitude to my work I inspire hope in others I build belief that even difficult challenges can be solved I am committed to serving and enabling all who want to be part of the global movement I work to ensure our future will be even better than our past Simplicity I communicate effectively I follow clear decision-making criteria I create plans that are easy to follow and contribute to organisational goals I embrace inclusivity and diversity I focus on delivering results Stewardship I pay attention to the things that matter (a) our physical resources; (b) our people I nurture, develop and respect our relationships with external stakeholders I deliver on my promises I am happy to be held accountable and to hold others to account Strategy I have a point of view about the future I know our stakeholders and see our priorities clearly I help others to work in ways that have the greatest impact I work to deliver my objectives Strengthen I contribute to a positive work environment I help and support those around me Success I maintain my technical competence I contribute to the success of my team I am accountable I embrace change Job description: HR Administrator 5

6 Changes to the job description As the organisation evolves, job descriptions may need to be reviewed and if appropriate, changed. Such changes may be initiated as necessary by the manager of this position in consultation with the employee. This job description may also be reviewed as part of preparations for the annual Personal Development Review. Declaration of acceptance I have read this job description and accept it. Employee name. Signed... Date... Job description: HR Administrator 6