Recruitment Pack. Trainee HR Assistant. October 2016

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1 Recruitment Pack Trainee HR Assistant October 2016 Wellingborough Homes 9f Silver Street Wellingborough NN8 1BQ Recruitment@whomes.org

2 Contents Page No. 1. About Wellingborough Homes Job Advert The Role Remuneration, terms and conditions The recruitment timetable Further information How to apply Appendix one diversity monitoring and declaration form

3 1. About Wellingborough Homes Wellingborough Homes is a not for profit housing association. Mission and Objectives Wellingborough Homes will work successfully with its customers and communities to provide great services and high-quality living environments. To deliver our mission, we adopted a five-year corporate plan in 2015 which is underpinned by four strategic objectives: produce and use effective, high quality, accurate and timely data ensure investments generate optimum social and financial value reduce costs and drive efficiency ensure operational performance is maintained at a high level Meeting these objectives will make us a well-run housing association that: is efficient and provides quality, value-for-money services for our customers undertakes the core business of letting and managing homes with a high degree of competency makes a significant contribution to increasing the supply of affordable housing in and around Wellingborough looks after our existing homes and invests wisely in them and the areas where they re located understands the communities we work in and contributes intelligently to supporting them as a good neighbour. is swift and fleet of foot so we can respond rapidly to opportunities or threats Some of our key achievements are: Strategy Development - we met our corporate strategic objective of delivering six strategies. Developing - between April 2015 and March 2016 we built 40 homes, and have 60 in development. Refurbishment - we continued our refurbishment programme completing 35 major refurbishments. Efficiency - we have a better understanding of what we need to spend to meet our legal and regulatory obligations, and the money we need to spend elsewhere. We are working hard to deliver further savings and generate income and improve efficiency. Our operating surplus in 2015/16 will be 546k (13.5%) higher than budget. In 2016/17 our costs (excluding interest) are budgeted to be 1m (8.2%) lower than forecast for 2015/16.

4 2. The Job Advert Trainee HR Assistant Salary: Starting at 16, rising to 20, over a 36 month period Are you an organised and enthusiastic individual? Have you had experience in a busy office environment? Do you have a passion for working in a HR role and have experience of working with either internal or external customers? This could be the position for you! An exciting opportunity has arisen within the HR Department for Trainee HR Assistant. The successful candidate will start off supporting the HR team with various administrative duties to ensure that the department are delivering an excellent service to its employees and build up their skills to take on more complex HR tasks including support with employee relations cases and HR projects. KEY RESPONSIBILITIES WITHIN THE FIRST 12 MONTHS Recruitment administration for new starters, including pre-employment checks and collating new starter information Updating our new HR system with data changes to ensure accurate records are maintained, including the logging of weekly timesheets Collation and recording of all training completed within the Association Ensuring that HR information is logged and filed according to procedures Work with the Payroll Administrator to ensure a timely and effective payroll service Supporting the HR Advisor with all administrative duties and providing (depending on experience) some first line support on basic policies & procedures Provide assistance with HR/Payroll related projects and service development activity when required. THE PERSON You should be used to working to a high quality standard with great attention to detail, whilst being approachable and keen to work in a fast paced office environment. To must be able to demonstrate in your supporting statement and CV Experience of working in a high pressure, high volume office environment Display a can do attitude to work, to deliver an excellent customer focused service working in a team to deliver results Experience of working within an office environment (HR not essential, but an interest within this line of work is) Ability to interpret and input data and numerical information accurately A willingness to learn new skills We will work with the successful applicant to create a personal development plan which will include some formal qualifications CLOSING DATE: Your completed CV, Supporting Statement and Diversity Monitoring & Declaration form must arrive no later than 12pm on Monday 17 th October You can send your completed application to Recruitment@whomes.org or via post to Wellingborough Homes, HR Dept, 12 Sheep Street, Wellingborough, NN8 1BL

5 3. The Role Wellingborough Homes Job Description Post Title: Responsible to: Responsible for: Trainee HR Assistant Head of HR N/A Main purposes of the Job: To ensure that the organisation and its managers and staff, receive a proactive and comprehensive human resources service. To provide high quality administrative support to the HR Department within the first 12 months To provide high quality HR support, advice and guidance to internal customers within the first 24 months To provide full HR Assistant support to the Association within 36 months Key Achievement Areas Within The First 12 Months: Provide efficient and timely HR administration for the organisation, in accordance with HR policies, procedures and practices. This includes, but is not limited to the administration of training records, attendance monitoring, HR Personnel files, insurance documents, employee rewards and benefits, employee data spread sheet and recruitment information. Act as an Administrator for recruitment initiatives producing all administration documents and preparing correspondence to send to applicants, organising assessment days. Maintain and update new and existing employee details on the HR system and work with the HR Advisor to ensure roll out of the HR system. Administer the new starter process from offer letter through to joining instructions. Completing pre employment checks, including ID; driving licence and reference checks, organise inductions, issue identification passes. Maintain and update new and existing employee details on the employee data worksheets. Administer the leaver process from acceptance of resignation letters to completion of relevant forms for payroll. Maintaining effective and accurate electronic and paper filing systems, to ensure that information is kept safe and secure and is accessible to other members of the team including Personnel Files and electronic folders within the HR team, making recommendations where appropriate. Collate data to report on HR key performance indicators for the HR Advisor to input into the Clear view system. Work with the Payroll & Benefits Assistant to ensure that an effective payroll service is provided, including but not limited to, providing payroll information in a timely manner, checking of mileage sheets for accuracy, maintaining the HR system and production of auto enrolment documents for staff.

6 Provide support on training and development initiatives as required through coordinating diaries and administration support. Provide administration assistance with HR/Payroll related projects and service development activity when required. Maintain and administer HR and Payroll information available on the Associations intranet and internet pages to ensure accurate, relevant and up to date. Act as a representative for the HR team on forums and groups within the association feeding back to the team as required. Administration of internal intranet system and internet system, focusing on the HR pages and responsibilities Support with the monitoring and administrating of Wellingborough Homes Social Media Accounts of Wellingborough Homes referring to the Senior Communications Officer as required Corporate Responsibilities To actively and effectively promote the organisations corporate values of respect, trust, one team, efficient and effective and empowered. Role modelling appropriate behaviours and acting with the highest level of professionalism and integrity. Play an active role in contributing to effective cross team working/departmental projects and provide cover for colleagues as required. To maintain confidentiality with personal information and data regarding our customers, employees and stakeholders at all times ensuring compliance with the Data Protection Policy. To ensure regulatory compliance and effective risk management within your role inline with the Risk Management Policy. To uphold the Associations commitment to Equality and Diversity. To be aware of your personal responsibilities regarding the Health and Safety at Work Act and ensuring that the Associations Health & Safety policy is adhered to in all aspects of your work. Act at all times within the organisation s rules, policies, procedures, standing orders, financial regulations and Code of Conduct. Other This profile only contains the main accountabilities relating to the job and does not describe in detail all the duties and tasks required to carry them out. The post holder may be expected to: To carry out other duties not specified in the job description that are commensurate with this position, as requested from time to time Occasionally work outside normal office hours to attend meetings and/or respond to out-of-hours emergencies Job Descriptions are a snapshot of requirements at the time of writing; content may change from time to time to ensure that roles continue to meet the changing needs of the Association.

7 Person Specification Trainee HR Assistant Essential Desirable How Assessed* Qualifications GCSE education or equivalent through relevant training/experience. HR or Administration qualification Experience Experience of working in a busy Administration role. Experience of working in a HR environment Experience of updating databases and systems. Experience of working with HR systems Experience of complying with policies and procedures. Experience of working with internal and external customers Able to effectively communicate with others and understand their needs, often in emotional and sensitive situations. Effective time management skills. Able to work effectively under pressure and organise priorities. Knowledge of coordinating events, training or recruitment initiatives. A Commitment to delivering high quality customer services and commitment to continuous improvement. Good numerical and analytical skills and an ability to understand and Skills/ Knowledge/ interpret information. Excellent verbal and written communication skills with a high level of Behaviours attention to detail. Understanding and commitment to equality and diversity. Health I and safety and data protection polices and legislation applicable to the role. Effective and positive relationships and networks with internal and I external stakeholders. Confident IT user. Able to deal with conflict situation in a positive and professional manner Willingness and able to work a flexible working week A Other Basic Disclosure Barring Service (DBS) Statement (acceptable to Wellingborough Homes) A

8 4. Remuneration, terms and conditions Starting at 16, rising to 20, over a 36 month period Main terms and conditions are below: 23 days annual leave rising to 28 days with service Pension: Social Housing Defined Benefit CARE scheme or Social Housing Defined Contribution scheme Local Gym membership Note: A full statement of the main terms and conditions of employment will be supplied with any formal offer of employment. The above information may be helpful to applicants as a guide, but should not be treated as a substitute for a full contract and are subject to change. 5. The recruitment timetable The recruitment timetable is as follows: Date 12pm, Monday 17 th October 2016 Activity Closing date 6. Further information If you require any further information about this role please contact a member of HR team in the first instance on or Recruitment@whomes.org 7. How to apply You are asked to submit the following documents to be considered for this role: i. A detailed CV including details of positions held (and dates); size of budgets, teams managed and key achievements, as well as qualifications. ii. iii. iv. A supporting statement addressing the Person Specification and evidencing your experience and knowledge. Full contact details (name, job title, organisation, phone and ) for two referees (including your current employer). Please note we will not take up references without your prior permission. A completed diversity monitoring and declaration form (attached at Appendix One and available in Word format on the Wellingborough Homes website address above). Please note, this information is for monitoring purposes only and will not be seen by the shortlisting panel. You can send your completed application to Recruitment@whomes.org or via post to Wellingborough Homes, HR Dept, 12 Sheep Street, Wellingborough, NN8 1BL We look forward to receiving your application before 12pm on Monday 17 th October 2016.

9 Appendix One Equality and Diversity Monitoring Form Wellingborough Homes are committed to promoting equality and valuing diversity. APPLICANTS: The information you provide will be used for statistical purposes to enable us to gain a clear picture of the equality impact of our recruitment and selection policy. SUCCESSFUL APPLICANTS/EMPLOYEES: The information you provide will be used for statistical purposes to enable us to undertake Equality Impact Assessments and Audits. POST(s) APPLIED FOR: Year of application: SURNAME: Month of application: NAME: AGE: DISABILITY STATUS GENDER IDENTITY at birth Male Female GENDER IDENTITY today Male Female A disability is defined by the Disability Discrimination Act 1995 as a physical or mental impairment which has a substantial and long-term adverse effect on your ability to carry out normal day to day activities. Disabilities can be hidden and include long-term conditions which can be controlled through medication, for example epilepsy, asthma, heart conditions, diabetes. Do you have a Disability? Yes: No: SEXUAL ORIENTATION Bi-sexual Gay Heterosexual Lesbian Other Prefer not to say ETHNIC GROUP Choose a section from A to E, then tick one box within that section that best describe your ethnic group or background. A WHITE Welsh/English/Scottish/Northern Irish/British Irish Gypsy or Irish Traveller Any other White background D Black/African/Caribbean/Black British African Caribbean Any other Black/ African/ Caribbean background RELIGION OR BELIEF Tick one box that best describes your religion/belief. No religion Jewish Christian (including Church of England, Catholic, Protestant and all other Christian denominations) Muslim Buddhist Sikh Hindu Other B Mixed/multiple ethnic groups White and Black Caribbean White & Black African White & Asian Any other Mixed/multiple ethnic background E- Other Ethnic Group Arab Any other ethnic group, C Asian/Asian British Indian Pakistani Bangladeshi Chinese Any other Asian background What is your employment status? Tick one box to best describe your current status. Career break returner School, college or University leaver Employed (zero contracted hours or casual) Employed (fixed term/temp) Unemployed Currently Employed by Wellingborough Homes Employed (full time) Apprentice/ Internship Employed (part time) Any other

10 Appendix one continued. DECLARATION BY APPLICANT Criminal Records It is Wellingborough Homes policy to require all applicants for employment with Wellingborough Homes to disclose all convictions which would be considered to be unspent under the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 and The information you provide will be treated as strictly confidential and will be considered only in relation to your suitability for the post you are applying for. Offence Date of Conviction Sentence Evaluation of our spend on advertising Where did you first see or hear about this job opportunity Declaration by applicant I confirm that to the best of my knowledge the information provided on this form is accurate and complete. I understand that if any information is found subsequently to be incorrect and/or falsified, any job offer made to me may be withdrawn. I understand that should I commence employment with the company and if any information on this form is found subsequently to be incorrect and/or falsified, I may be subject to disciplinary action which may result in the termination of my employment. NAME DATE

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