Overall purpose of job:

As a key member of the HR team, you will provide a proactive administrative support to the HR Manager that ensures the smooth running of the HR service for the end-to-end lifecycle of employment.

Work with both internal and external service users in a professional manner to build and maintain good working relationships, on operational issues related to the HR function.

Exercise initiative and independent judgement, ensuring a high degree of tact, diplomacy, and confidentiality at all times.

Permanent part-time contract (25 hours)

Monday to Thursday - 12.00 - 5.00pm, Friday - 11.30 - 16:30

Main duties & responsibilities

• Undertake general office duties, such as, emailing, photocopying, scanning, binding,

laminating, and shredding of confidential documentation.

• Maintain all filing systems, both electronic and manual, including archiving.

• Input daily, all relevant employee data into bespoke databases e.g. CHARMS and Atlas

• Typing, minutes, letters, reports, etc. ensuring there is a consistency in formatting and

overall presentation, maintaining the positive image and reputation of the company.

• Produce spreadsheets, databases, and documents created in publisher within the agreed

timescales.

• Input all relevant data into the Human Resource and HR Managers monthly reports and

distribute within agreed timescales.

• Complete all recruitment, selection and new starter set up, informing the HR Manager

immediately of any issues.

• Maintain, both electronic and manual employee data in line with the children's

homes/fostering and domiciliary regulations and General Data Protection Regulations.

• Implement the safe storage. archiving and destroying of employee data both manually and

electronic, in line with the General Data Protection Regulations,

• Support the HR Manager with the process of preparing for Ofsted and CQC inspections by

completing any associated administrative tasks.

• Attend HR monthly meetings with the Directors when the HR Manager is absent. (HR

Administrators only)

• Deal with HR issues as they arise - informing the HR Manager immediately of any

concerns e.g., welfare, performance.

• Liaise with employees and the appropriate person to resolve any issues related to their

pay, terms, and conditions of service.

• Supporting the HR Manager when required by seeking advice from the employment law

advisors.

• Attend annual review meetings with the HR Manager and representatives of service

provisions e.g., private health care, and personnel advisors.

• Communicate (both orally and in writing) with internal and external service users

regarding HR operations, projects, proposals and policies, and procedures.

• Provide highly confidential word-processing, clerical, and administrative support to the HR

Manager during grievance disciplinary flexible working, and performance processes.

• Process Disclosure and Barring Service checks (DBS) and annual renewals within specified

timescales, conducting quarterly audit checks.

• Conduct quarterly audits on personnel records e.g. professional qualification, driver's

documentation etc,

• Deal with incoming requests for application forms recording the information on the

applicant Database

• Maintain and update relevant databases e.g. employee registers. Taking advice and

guidance when necessary, from the IT provider.

• Perform reception duties providing courteous advice and information to the team and

service users as required.

• Maintain telephone support incoming and outgoing calls are to be dealt with in a

professional and confident manner. Messages to be recorded in a clear and legible way

and passed to the appropriate person.

• Greet all visitors to the building in a polite and friendly manner ensuring they sign in and

out of the building informing them of health and safety issues as appropriate.

Personal responsibilities

• Represent and celebrate the values, cultures, and ethos of the company.

• Attend all training courses to achieve and maintain all qualifications relevant to the post

and any as deemed necessary.

• Comply with the General Data Protection Regulations processing data only as determined

by the policies and procedures.

• Attend and contribute to monthly team meetings.

• Maintain confidentiality.

• Adhere and commit to health and safety responsibilities of self to ensure safe practice.

• Undertake all duties with full regard to the equal opportunities policy.

• Liaise closely with relevant others to ensure the overall purpose of

the post is achieved.

• Manage workload always with flexibility to meet their needs. This job

description is not a definitive or exhaustive list of the responsibilities but identifies the key

tasks and duties of the post holder. In addition to the duties and responsibilities listed

above, the post holder is required to perform other duties and tasks that are

commensurate with the role. Specific objectives for the post holder will be regularly

agreed and reviewed as part of the personal development review process