HR and Administration Officer JOB DESCRIPTION Introduction The Paul Hamlyn Foundation is an independent grant-making foundation set up by Paul Hamlyn, the publisher and philanthropist. It aims to maximise opportunities for individuals and communities to realise their potential and experience and enjoy a better quality of life. The Foundation supports charitable activity in the areas of arts, education and learning and social justice across the UK. It also supports local charities in India that help the poorest communities get access to basic services. It has a board of unpaid trustees and a staff of about 40. For further information about the Foundation s work please see the website: www.phf.org.uk. The Foundation is based in light and recently refurbished offices near King s Cross in London. The design and facilities, we hope, fosters collaboration and networking between the staff and amongst grantees. Paul Hamlyn Foundation aims to be more than a grant-maker in that, as well as providing funding, we endeavour to develop excellent relationships to work with and alongside those we support. Our guiding principles are to: Support innovation: We are interested in finding innovative ways to address long standing and emerging social issues and to create new opportunities. We recognise the need to take risks to achieve results and the probability that not all innovations will succeed. Give people a voice: We want to give people greater control over the decisions which shape their lives. We want to help people and groups, especially those experiencing disadvantage, to speak out and be heard, including by those who make policy or provide services. Work with others: We believe that it can be, and often is, more effective working with others, not just those we fund. Accordingly, we welcome partnerships and aim to build communities of interest around the activities we support. We look to exploit the synergies between the different areas of our grant-making and expect to make much more of our ability to convene. Make a commitment: We believe that we can best achieve lasting change by committing for long periods to issues and causes. We recognise the value of long-term relationships as one way of providing support to organisations to consolidate and develop their work Be open: We strive to be open in our grant-making and relationships. We endeavour to operate a straightforward, transparent process for those seeking grants from us. We welcome feedback. Paul Hamlyn Foundation Tel: 020 7812 3300 5 11 Leeke Street Fax: 020 7812 3310 London WC1X 9HY www.phf.org.uk Paul Hamlyn Foundation is a company limited by guarantee registered in England and Wales (no 5042279) and a registered charity (no 1102927)
Have an impact: We seek to achieve the greatest possible impact with our resources. We strive to learn how to improve the outcomes of our work and encourage those we fund to do the same. Use evidence and learning: We recognise the importance of learning from actions that have evidence of success, and of gathering data about untested approaches. We seek to do this in a systematic and proportionate way, and to use what we learn to improve the way we work. We believe that we can add value by building and sharing our knowledge and experience with others and we aim to support this approach across the sectors in which we operate. Work across the UK: We want to make sure our work benefits communities throughout the country and in areas that are least well connected or least able to access resources. Because of this, we actively seek to support work outside London. Be an effective organisation and fair employer: We set ourselves high standards for how we operate. We aim to ensure the responsible investment and effective deployment of our endowment. We strive for fairness, efficiency and effectiveness in our internal processes and we seek to support and develop our staff so they can play a variety of creative roles as well as managing grants and our resources efficiently. In return, we expect our staff to contribute to our vision of the Foundation as an energetic, innovative and exemplar organisation. We have six strategic priorities for the period 2015-2021: We want to support the creation of exciting ideas by helping imaginative people to nurture them. We want to widen access and participation in the arts. We want to improve people s education and learning through the arts. We want to show that the arts make a difference to people s lives. We want to support and strength the work of organisations working with young people experiencing disadvantage. We want to improve support for young people who migrate and for receiving communities to support better integration. These six priorities support and influence each other. For example, our analysis of evidence to show how the arts can make a difference will help our work on access, participation and learning. Over time, our work supporting individuals and ideas will fuel all the other areas where we want to see change. By making the commitment to share learning from activity within these priority areas, and by encouraging our staff and those in receipt of grants to meet and exchange knowledge more, we believe together we will achieve greater impact overall. Further information about our work can be found on the Foundation s website. Finance and Resources Team The Finance and Resources Team of 11 oversees the financial management of the Foundation; implementation of the investment strategy for the Foundation s endowment of c 700m; leadership and implementation of the policies and procedures to support the Foundation s staff team of 40; IT services and the management of the Foundation s building. This role is the day to day lead on all HR matters and offers the opportunity to gain experience in a broad range of
HR issues. A key responsibility is liaison with PHF s external payroll provider. The post-holder will also work with the Director of Finance and Resources in the development of HR policy and systems. As part of a small team, the HR and Administration Officer will also provide administrative support to the Director and offer support to the facilities team in ensuring the smooth running of the Foundation s head office. The Foundation has a deep commitment to professional development and support would be available to the right candidate to study for relevant HR related qualifications.
Role Overview What will be my main contribution? To take the day to day lead on HR and Payroll for the organisation. To provide administrative support to the Finance and Resources Director and work on occasional Finance and Resources team projects as required. Who will I report to? You will report to the Director of Finance and Resources Who will I line manage? You will have no formal line management responsibility. However, you will be expected to work in a small and fully interconnected structure that relies on collaboration, flexibility and the ability to operate within both formal and informal reporting relationships. What other key internal relationships will I have? As day to day lead on HR you will have contact with all staff across the Foundation, with a particular emphasis on supporting managers in their role. What level of budget responsibility will I have? Not applicable Main Responsibilities Human Resources Lead on monthly payroll and pension returns - keeping track of all payroll and pension changes, ensuring data is submitted to external companies accurately and on time, checking and reconciling returns. Act as main lead on recruitment for the Foundation - advising managers and drawing up schedules, ensuring appropriate procedures are followed, issuing correspondence etc. Maintain HR files and record keeping systems including personnel files for staff and consultants, record keeping for employee benefits schemes, sickness absence records. Produce reports for managers on these systems as required. Draft contract letters and other personnel documents drawing on standard pro-forma as required. Main PHF s annual leave system - issue cards for staff, calculate entitlement and ensure compliance with Foundation policies. Prepare annual P11DS, P60s and other tax returns working with Finance Manager. Lead on administration of benefits schemes and payroll dispensations including preparing P11D.
Lead responsibility for HR database - ensuring this is up to date and acting as system administrator. Work with the Director of Finance and Resources and external HR consultants in maintaining and updating the Foundation s HR manual. Collate HR KPIs and submit these in keeping with PHF s timetable. Maintain an overview of staff training and development activities and work with the Director of Finance and Resources in leading staff development activities and providing information and support to colleagues. Provide advice and information to staff on HR issues. Research new HR issues as they arise and provide advice to the Director of Finance and Resources/Director. Oversee group benefit schemes, working with the Finance & Resources Director. Provide periodic data for declarations to scheme underwriters, as required and liaise with benefit scheme advisors to ensure accurate and timely information provided. Administration Provide administrative support to the Director of Finance and Resources e.g.: arranging meetings, booking travel, maintaining files and collation and distribution of papers for meetings including Finance & HR Committee. If required, take minutes at the Finance and Investment Committee, Finance team meetings and other relevant meetings. Provide cover for the Receptionist during his absence as required take phone calls, deal with incoming and outgoing post and other related duties. Support the Information and Facilities Manager in building management. Co- Chair the Foundation s Facilities Group and act as specialist advisor on resourcing for events Projects Provide support or lead on Foundation ad hoc projects as required. This could include organising events, supporting a group working on a new development or research and developing a plan for introducing a new system. Other Attend Finance and Resources Management meetings as required and contribute to cross team developments and working. Ensure all records relating to areas of responsibility are maintained in line with PHF s document retention policy, including oversight of offsite archives. Contribute to cross-departmental and multidisciplinary working across PHF to deliver continual improvement and professional development. Uphold and promote the aims of the Foundation s equality and diversity policies in the course of day-to-day work.
Person specification Essential experience and knowledge Experience of working in a HR role including experience of preparing HR data for payroll. A good understanding of current HR good practice and a commitment to maintaining knowledge levels to keep up to date with new developments. Substantial experience of undertaking administrative duties, including providing support services to others and setting up and maintaining systems Proven track record of an organised and methodical approach to work, combining accuracy with attention to detail and an ability to meet deadlines Strong IT skills, including word processing, use of spreadsheets, use of databases to process information and electronic communications Good communication skills, including the ability to draft correspondence and communicate effectively with colleagues and external bodies. Good numeracy skills and the ability to work with financial records and ensure accuracy. A good understanding of the importance of confidentiality and the ability to maintain confidential records. Essential Behaviours and ways of working Effective in developing relationships with colleagues at all levels and excellent written and oral skills, with the ability to communicate with a range of audiences Sympathy with the values and aims of the Paul Hamlyn Foundation, and in particular its commitment to social justice and equality, to tackling disadvantage, fighting prejudice, supporting youth voice and participation. Articulate, with excellent written and oral skills, and the ability to communicate with a range of audiences Confident, resourceful and proactive, with initiative and a problem-solving disposition Flexible and willing to work beyond your area of expertise across all areas of the Finance and Resources team as required.
An ability to work effectively with a range of stakeholders, internal and external, including suppliers and applicants. An ability to work creatively and flexibly in a small team, supporting other colleagues, and with a strong personal commitment to learning and improvement Desirable A qualification in a HR related field or an interest in studying to obtain one Terms and conditions Salary in the range 30,000-36,000. It is the Foundation s policy to normally appoint at the lower end of the salary range. Twenty five days leave per annum, plus statutory holidays Employer pension contribution (once probation period passed) Medical, permanent health and life insurance (once probation period passed) Full time post, 35 hours per week. Office hours are normally 9am 5pm Monday - Friday, but flexible working is possible; some flexibility is required from team members around evening work and travel to and from events and meetings.