Title: HR Assistant Location: London Reward band: EL Reporting to: Job purpose: Key activities: 1. 2. HR Advisor To provide HR assistance and administration support for the HR Business Partnering and Learning and Development teams, taking on key HR operational tasks which contribute to the effective management of workloads across the wider team. Assisting recruitment Provide support on a range of recruitment activities, such as assisting hiring managers in adhering to the recruitment procedures and managing candidates correspondence at various stages of the recruitment and selection process, if required Prepare appointment offer letters, contracts of employment within approved templates Ensure return of completed new starter documentation in a timely manner. Chase references and DBS requirements Processing Starters Process new starter information on Cascade, accurately and in time for monthly payroll cut-off dates. Ensure the information for all new starters is saved electronically on the shared drive and Cascade as part of the Electronic Records system Set up line managers with access to the online system for ordering ID cards for new starters and replacements, administer the process further by liaising with the supplier and ensure ID cards are sent out to managers as appropriate Set up line managers with access to the online DBS system, d e a l w i t h s y s t e m q u e r i e s, assist with the Church of England Children s Society Company No. 40004 Charity Registration No. 221124 Registered Office: Edward Rudolf House, Margery Street, London, WC1X 0JL A company limited by guarantee Royal President: HRH The Duchess of Gloucester GCVO Presidents: The Archbishops of Canterbury and York
processing of DBS checks for new employees and to monitor DBS expiry dates on a monthly basis, notifying managers when renewal checks are required Deal with the on-boarding administration process for new employees when required, ensuring appropriate notifications to line managers regarding their responsibilities, and to new starters, are in place Monitor probation process through the system notifications as specified by line managers. Notify employees of their probation confirmation either by emails or by post, according to the directorates 3. Responding to queries Respond to employee and line manager queries, via telephone, email, or in person, on a range of employee related matters Respond to external enquiries such as requests for employment references in a professional and competent manner Managing incoming/outgoing post on a daily basis Monitor HR email inbox, answering basic queries where possible, and escalate more complex emails to appropriate HR Advisors Raise purchase orders, monitoring and ordering stationary. Dealing with invoices reconciliation, when required Deal with HR tasks though the ticketing system 4. Other Administrative tasks Support the wider HR team with ad hoc administration support needed from time to time, including setting up meetings, organising rooms and venues and ensure HR business partners and advisory team are provided with any urgent information needed to fulfil a customer request Provide admin support to the L&D team in terms of booking rooms/venues, updating workflows on Cascade and monitoring emails to the HR inbox Support the Head of Pensions and Reward with the day-today running of pension arrangements. Duties include: arranging change in contribution requests; notifying the Head
of Pensions of new starters; and any such other reasonable request Undertake regular administrative tasks to support the HR team, and respond to any other reasonable administrative tasks requests Attainments: In order to be considered for this post you will have to demonstrate that you already have: Skills Good communication skills, both verbal and written with the ability to build effective relationships (E) Excellent customer service skills with evidence of taking ownership of issues and resolving them. (E) Ability to demonstrate a professional, confident attitude (E) Ability to manage workloads and be flexible during particularly busy periods (E) Good organisation and time management skills(e) Good attention to detail, high accuracy rate and able to spot errors and gaps in data/systems (E) Knowledge Good numeracy and literacy (E) Good IT skills and familiarity with Microsoft packages such as Word and Excel (E) A knowledge of HR policy, process and procedure (D) CIPD foundation qualification or similar by experience (D) Experience of: Operating in a customer facing role, providing an excellent customer experience (E) Dealing with customers or stakeholders, ideally employees, managers and candidates by telephone, email or face to face in a time critical setting (E) Working in a busy HR environment (D) Interrogating HR systems and providing workforce information from a HR system. (D) KEY BEHAVIOURS Leaders We must lead the sector, setting new standards In order to be successful in this role you will be able to demonstrate that you have the ability to: 1. Be an active ambassador for the organisation both internally and externally.
for excellence and inspiring others through our innovation and initiative. Authentic We are known for speaking the truth and keeping our promises. We are dependable, transparent and eager to stand up for what we believe in. Accountable Our decisions are based on facts not opinions. We hold ourselves to account for our decisions and we monitor and evaluate our work, always focussed on taking action to improve the lives of children and young people. Collaborative We are generous and inclusive in the way that we work together with both each other and our partners. We are joined up both internally by working across the organisation and externally by working in partnership; always listening, understanding and engaging. Committed We are tenacious and driven, making hard choices for long term benefits. We have consistently dedicated 2. Be relied on as a Subject Matter Expect in own field. 3. Be an engaged and positive team member. 4. Strive for and deliver excellence in own work. 5. Think creatively and be open to new ways of doing things. 1. Be reliable and dependable always ensuring that appropriate action is taken to keep issues on track, escalating where this is appropriate. 2. Practice what we preach and actively review own work to ensure that we say what we do and do what we say. 1. Be impact-oriented, evidence-based and results-focussed in own work, considering the difference actions will make. 2. Taking ownership for own actions, delivering on time to budget and learning from mistakes and striving for selfimprovement. 3. Support the development of evidence bases for decisions and/or new pieces of work. 4. Support on-going monitoring and evaluating of what we do in a meaningful and constructive way. 1. Work effectively with colleagues across the organisation and wider team members to contribute to team goals and wider organisational outcomes. 2. Engage in, and actively seek out, new information from across the organisation. 3. Investigate presenting issues and work with others to cocreate and co-produce effective solutions. 4. Communicate in an appropriate, inclusive way. Treat all individuals encountered on a professional basis in a nonjudgemental basis and with respect and warmth. 5. Understand and demonstrate agreed organisational behaviours. 1. Be self-motivated and consistently deliver on own objectives. 2. Be receptive to feedback and deliver agreed actions on time to budget. 3. Recognise, respect and support difficult decisions.
ourselves to exceeding our best through our determination and resilience. Challengers We push ourselves to do more, working outside our comfort zones; we challenge perceptions, behaviours and attitudes. Enterprising We see opportunity in all areas of life and we are skilled enough, confident enough, creative enough and disciplined enough to go after it and seize it. We are constantly looking for advantages and opportunities that will make a difference. Always seeing the future in the present, always with the courage to lead the way. 4. Come up with solutions and hold oneself to account. 1. Be open to constructive feedback and personal improvement. 2. Support successes in direct peer group and beyond. 3. Be willing to work outside of own comfort zone, including being flexible and adaptable to change. 4. Positively challenge and engage others in discussions 1. Use initiative and creatively look for alternative ways of working while utilising resources and data already available. 2. Be change-oriented and embrace new ways of working. 3. Actively participate in areas outside of immediate environment and respond positively to new opportunities. 4. Engage with confidence in positive conversations about the work that we do. Special job circumstances: Job description agreement This job description is a guide to the work you will be required to undertake. It may be changed from time to time to meet changing circumstances. It does not form part of your Contract of Employment. Job holder s signature: Date: Manager or Director of department signature: Date: