Human Resources Assistant

Transcription

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2 Contents Letter to Applicants Job Advertisement Job Description and Person Specification Principal Terms and Conditions About Watmos Community Homes

3 Letter to Applicants February/March 2018 Dear Applicant, Re: Thank you for responding to our recent advertisement for the post of. Please find enclosed: An application form (including Criminal Records Disclosure Form and Equal Opportunities Monitoring form). The job description. The person specification. Principal terms and conditions of employment. Further information about Watmos can be found on our web site Before completing your application, please read the job description and the person specification carefully. The selection panel will only short list applicants who have demonstrated on their application form that they meet the criteria on the person specification. Consider how all your education, training, skills and experience relate to your application. You may refer to not only your paid work but also any voluntary work and your personal activities. Please do not send a C.V. or any other documents apart from the application and monitoring forms, as these cannot be taken into consideration. Completed application forms should be returned by to recruitment@watmos.org.uk or sent by post, marked Confidential to Raj Kaur, Officer, Watmos Community Homes, Lichfield Street, Walsall, WS1 1SZ. The closing date for receipt of applications is 22 nd February Shortlisting will take place on week commencing 26 th February Interviews will be held on week commencing 5 th March We regret that we will not be able to contact applicants who have not been shortlisted. Therefore, please assume that you have not been successful if you do not hear from us before the interview date. Should you have any questions regarding the application process please do not hesitate to contact me. Yours sincerely, M. Anderson Michael Anderson Group Manager

4 Advertisement Leading the way in resident managed housing Watmos' unique approach has put it at the forefront of transforming communities and exceeding expectations. We are seeking an outstanding and dedicated individual who shares our passion for improving people's lives. 20,000 pro rata (part-time, 18.5 hours) plus benefits. Location: Walsall, West Midlands. This role involves providing comprehensive, proactive and efficient administrative support to the Group Manager including assisting with risk assessments, recruitment and selection, policies and procedures, pay and benefits, training and development, performance management and maintaining a computerised Information System. You will possess knowledge of employment law and health and safety, have excellent administration, customer service, interpersonal and communication skills and the ability to use Microsoft Word, Excel, PowerPoint and a range of other IT packages to a high standard. To download/obtain recruitment information and an application form: Visit: recruitment@watmos.org.uk Write to: Raj Kaur, Officer, Watmos Community Homes, Lichfield Street, Walsall, West Midlands, WS1 1SZ Closing Date: Thursday 22 nd February 2018

5 Job Description Department: Responsible to: Responsible For: Significant Relationships: Location: and Organisational Development Group Manager None Watmos Group Staff TMO Committee Members Suppliers and contractors Residents Watmos Community Homes, Lichfield Street, Walsall, West Midlands, WS1 1SZ. Special Conditions: Context: Some weekend and evening work will be required. Some travel to London including overnight stays. Watmos Community Homes, which is a unique charitable housing association providing accommodation for people in housing need in the Walsall and London areas. The organisation is based around eleven Tenant Management Organisations (TMOs) who successfully manage their own estates, through a management agreement. Our aim is to create strong, stable communities within safe and pleasant neighbourhoods through resident control and locally accountable tenant management. Job Purpose Provide comprehensive, proactive and efficient administrative support to the Group Manager, ensuring all agreed timescales and service standards are achieved. Assist in the maintenance of records on the computerised Information System. Assist in the recruitment and selection of staff. Assist in ensuring Group-wide compliance with policies and procedures and maintenance of associated records. Assist in co-ordinating learning and development activities and maintenance of associated records. Contribute to the overall smooth and efficient running of the and Organisational Development team to ensure the delivery of a professional and customer-focused service.

6 Job Description Job Description Key Responsibilities Health and Safety Risk Assessments 1. Assist in relation to all health and safety matters including assisting Managers in the completion of health and safety risk assessments for all TMO and Central Team job functions. 2. Maintain records of risk assessments on the computerised Information System. Recruitment and Selection 1. Assist in the preparation of recruitment information documentation. 2. Co-ordinate the placing of recruitment advertisements in various publications, websites, job centre and job boards. 3. Assist with the running of the recruitment plus online recruitment system. 4. Co-ordinate the receipt of job applications and provide the highest standards of service to job applicants. 5. Prepare all documentation for shortlisting and recruitment panels. 6. Assist in preparing letters throughout the recruitment process and documentation relating to offers of employment. 7. Conduct pre-employment checks including obtaining references, checking qualifications, proof or right to work in UK, medical questionnaire and, where appropriate, criminal record checks. 8. Conduct equality and diversity monitoring. 9. Prepare, co-ordinate, schedule and deliver, as required, all aspects of new starter inductions.. Computerised Information System 1. Input new starter, salary and benefits and leaver information onto the computerised Information System. 2. Maintain and update all records in relation to volunteer Committee Members. 3. Assist in the updating of all records on the computerised Information System. 4. Assist in the training of staff in the use of the computerised Information System.

7 Policies and Procedures 1. Upload policies onto the Intranet and HR System. 2. Assist in responding to queries in relation to terms and conditions, employment law and other HR matters, escalating to the Group Manager as appropriate. 3. Assist in preparing and issuing general letters and forms as guided by the Group Manager, in relation to policies and procedures and terms and conditions. Pay and Benefits 1. Assist in collating and notifying the finance team/payroll of new starter information and changes in accordance with payroll processing procedures and schedules. 2. Assist in the administration of pension provision in all parts of the Group. 3. Update the computerised human resources information system with salary and benefits information. 4. Assist in the management of salary sacrifice schemes including car lease, childcare vouchers and cycle to work. 5. Assist in the management of the employee discount scheme. Training and Development 1. Assist in the analysis of training needs, procurement and co-ordination of training courses. 2. Assist in the delivery of training courses e.g. Management Development Programme. 3. Prepare all paperwork and materials for training courses. 4. Maintain records of training evaluation. 5. Maintain records of all training attendance on the Computerised Information System. Performance Management 1. Assist with maintaining records of performance appraisals. 2. Assist in the collation of HR performance indicator information.

8 General 1. Respond quickly and efficiently to short notice or unexpected tasks required by the Group Manager. 2. Prepare and post related information onto the Intranet. 3. Maintain the highest standards of confidentiality and integrity at all times. 4. Prepare correspondence, reports, papers, specifications, contract documents, memos, tables and charts as required to a high standard of accuracy and speed, using word processing, spreadsheets and similar packages. 5. Assist with the employee questionnaire. 6. Take minutes at a range of meetings and hearings including disciplinary hearings, grievance hearings and the Committee. 7. Conduct routine administration tasks for the Group Manager including photocopying, scanning and shredding. 8. Assist with HR projects as and when they arise. 9. Prepare purchase orders. 10. Conduct other general administration tasks as required by the organisation. Note These duties may be performed on behalf of any member of the Watmos Group. No job description can cover every issue which may arise within the post at various times and therefore the jobholder is expected to carry out other reasonable duties and to provide cover for other staff as requested from time to time.

9 Person Specification Qualifications 1. 5 GCSEs or equivalent (A-C) including English Language and Mathematics. or Relevant degree. or CIPD professional qualification or willingness to work towards. or Qualified by experience to an equivalent level Professional Knowledge and Experience 1. Experience in an office environment and or administration role. 2. Basic knowledge of employment and health and safety legislation. 3. Knowledge of equality and diversity. 4. Experience of planning and organising a range of activities and events. 5. Experience of developing and implementing office systems. 6. Experience of compiling and maintaining accurate written, computerised and statistical records. 7. Experience of working in a customer focused service delivery environment. Skills and Abilities 1. Commitment to resident management, involvement and empowerment. 2. Excellent written communication and grammatical skills including the ability to write letters, minutes, reports and file notes. ON APPLICATION FORM ASSESSED AT INTERVIEW PROCESS

10 Person Specification 3. IT literacy skills and the ability to use Microsoft Word, Excel, PowerPoint, Outlook and other appropriate software packages. 4. Strong interpersonal skills at all levels. 5. Able to show high levels of integrity and to maintain confidentiality. 6. Able to plan own workload and prioritise to meet targets and deadlines. 7. Commitment to fairness, equality and diversity. 8. Demonstrate enthusiasm, drive and initiative. Flexibility and Commitment 1. Commitment to attending evening and weekend meetings and events as required. 2. Willingness to contribute to and be actively involved in Watmos tenant involvement and community empowerment activities and events. 3. Willingness to travel to London and around the UK as required including overnight stays away from home. ON APPLICATION FORM ASSESSED AT INTERVIEW PROCESS

11 Terms & Conditions Details of full terms and conditions of employment will be provided in a formal offer to the successful applicant. The following outlines the main aspects of the employment package: - Salary: The annual salary is 20,000 pro rata (part-time, 18.5 hours). Expenses: The post holder will receive the appropriate mileage allowance where a car is used for business purposes. All reasonable business expenditure (including train journeys, hotel accommodation and subsistence) will be reimbursed on production of receipts. Pension Watmos operates the Pensions Trust FRP Defined Contribution Scheme. Your contribution rate is a minimum of 4% of your salary, but you can contribute more should you so wish. Watmos also contributes the equivalent of 4% of your salary towards your pension. You can opt out of the pension scheme should you so wish. Hours of Work: The post is offered on the basis of an 18.5 hour week, Monday to Friday. Some evening and weekend work is required. Flexible Working Scheme: Watmos operates a flexible working scheme, offering employees the opportunity to build credit to take up to one day off every 4 weeks depending on work commitments and cover. Annual Leave: Annual leave entitlement is 25 days rising to 30 over a five year period pro-rata as appropriate for part-time or fixed-term posts. Bank Holidays and Additional Days: Watmos staff are entitled to 12 additional days leave pro rata that fall under the categories of Bank Holidays and additional concessionary days Professional Subscriptions: Watmos will reimburse the cost of one annual subscription to a relevant professional institution. Salary Sacrifice Schemes: Watmos offers a range of salary sacrifice schemes including car lease, childcare vouchers and cycle to work which are available to all staff. Retail Discounts: Watmos offers a retail discount scheme offering high street, travel and leisure discounts. Travel to Work Loan: Watmos offers a travel to work loan scheme to assist with the purchase of travel season tickets. Flu Vaccination: Watmos offers a free flu vaccination. Car Parking: Free car parking is available adjacent to the Watmos offices. Probationary Period: The post will be subject to a six months probationary period. Notice Period: You may terminate your employment with Watmos by giving one month s written notice. The minimum period of notice to which you are entitled from Watmos during the probationary period is two weeks. The period of notice to which you are entitled following successful completion of the probationary period is a minimum of one month. Health Screening: All employees joining the organisation are asked to complete a Health Declaration form.

12 About WATMOS Community Homes n INTRODUCTION WATMOS Community Homes is a unique social housing landlord owning just over 2700 homes for rent in the Walsall area of the West Midlands and Lambeth in London. There are also 300 leaseholder properties. As a charitable housing provider, our main role is to provide accommodation for people in need of housing. We are founded on the principles of inclusion and resident empowerment in a culture which values people s individual and collective contribution to their community. Watmos Community Homes (WCH) is based around eleven Tenant Management Organisations (TMOs) who have successfully managed their own estates for many years and who provide local housing services on behalf of the WCH Group. The TMOs are run by elected resident committees who employ their own staff providing housing services and looking after their estates. OUR MISSION Our mission is: Developing strong, sustainable communities, within safe and pleasant neighbourhoods through resident control and locally accountable tenant management. KEY PRINCIPLES WATMOS was set up to build on the success of tenant management in Walsall and as a social housing landlord we are proud to offer something a bit different. Our approach is based on four key principles: 1. Tenants and residents should be in the driving seat, empowered, encouraged and supported to manage their own estates. 2. Housing services should be organised locally with accessible staff based in offices within walking distance on every estate. Service standards should be agreed within each locality that reflect the priorities set by the tenants. 3. Our estates should be attractive, desirable and offer a high level of security. 4. We shouldn t just be managing housing; we should be building a real sense of community where people look after one another. These principles are important to us and through them we aim to provide tenants and residents with good housing conditions that meet their needs and exceed their expectations within communities that encourage people to reach their potential and improve the quality of life for themselves and others. We aim to be one of the best housing associations in the country and demonstrate that tenant management and local community control really works.

13 About WATMOS Community Homes n OUR CORPORATE DIRECTION Our corporate direction is decided through tenant consultation. Tenants and residents are encouraged to participate in setting the aims, objectives and priorities of our organisation, driving WATMOS in the direction that our tenants are passionate about. Our tenant satisfaction is high and our people are able to witness the shaping of the organisation through their priorities. OUR VISION AND VALUES Democratic local resident control and service delivery through tenant management organisations We recognise that, first and foremost, the success of a landlord is based on getting the basics right. We believe that our tenants and residents are best placed to work with us to set, scrutinise and deliver the services we provide and to ensure we maintain an effective and efficient approach to managing our business. Providing a secure and pleasant residential environment We know that many tenants and residents have chosen to live on a TMOmanaged area because of the attractive estate environment and feeling of security that has been created. We intend to protect and extend this feature of our neighbourhoods by maintaining our homes in good condition, effective tenancy management, control of nuisance and investment in environmental improvements. Working with others to provide strong sustainable community controlled housing We aim to promote the values of community-controlled housing and demonstrate the benefits of tenant and resident management. We are convinced that services under the democratic control of their users are more likely to be in tune with their genuine needs and requirements. We will work with like-minded organisations locally, regionally and nationally to promote and raise the profile of community-controlled housing and strengthen the sector within the wider housing world. Offering social and personal development opportunities Being involved in the WCH Group provides tenants and residents with personal development opportunities. We value the contribution made by our people and we will ensure we provide them with the training and support to enable them to effectively participate. Offering value for money We are committed to ensure that the ethos of financial efficiency is a primary objective and that we scrutinise the value of each and every service we offer. We will ensure Watmos Community Homes remains financially strong without affecting the high standard of local housing services we strive to offer.

14 About WATMOS Community Homes n OUR CORPORATE PRIORITIES Investing in Homes and Communities We understand that our tenants and residents value being part of a community. Their neighbourhood matters to them and we want to work with them in improving their environment enabling them to feel proud of where they live. We will achieve this by:- Providing high quality homes. Providing excellent services shaped to meet their local area priorities. Achieving real tenant satisfaction in all areas of our work. Investing in environmental improvements. Supporting social interaction/activities. Supporting social enterprise and other employment initiatives. Offering personal support which improves health and wellbeing for residents. Developing anti-poverty strategies. Offering accredited training for residents. Empowerment, Involvement and Tenant Scrutiny We know the value and benefits of involving our tenants and residents. Effective tenant and resident empowerment and involvement throughout the organisation, from governance level through to service delivery, ensures we continue to focus on meeting the needs and expectations of our customers. We can already demonstrate the positive impact that community-controlled housing has had on our estates and the improvements made to service delivery. We aim to continue to provide and build on our involvement opportunities to further enhance the benefits to our communities and the organisation. We aim to achieve this by:- Enhancing our current empowerment and engagement arrangements. Building on the strong and effective support mechanisms in place for our TMOs. Enhancing our tenant scrutiny role. Actively publishing the results of tenant involvement. Continuing to support personal development. Reinvesting in our communities to make them fit for purpose for the next generation.

15 About WATMOS Community Homes n Organisational Prosperity We are a unique organisation that offers its tenants more than just housing. We know the difference our approach has made to improving quality of life. We want to ensure that the organisation prospers to enable more people to benefit now and in the future. We aim to achieve this by:- Growing our organisation strategically by stock transfer, acquisition and or new build. Building excellent working relationships and partnerships. Improve our financial efficiency and strength. Improving our internal and external communication. Increasing our profile and influence within social housing and mutual housing models. Supporting and encouraging like-minded organisations. Offering greater transparency in our financial business and offering excellent Value for Money. Identifying uneconomic stock. Investing in Our People We know our organisations success is due to the dedication of our volunteers and our staff. We value the contribution made by each and every person in helping us set and meet our corporate priorities. We want to continue that success by ensuring that we can identify and provide the support needed to enable our people to continue to effectively contribute to the organisation. We aim to achieve this by:- Continuing to help people to shape their destiny and realise their potential. Reviewing our current support mechanisms. Maintaining maximum involvement in the decision making process. Celebrating and communicating our success.