JOB DESCRIPTION
Job title
HUMAN RESOURCES ASSISTANT
Department
Human Resources (HR)
Grade
4.2
Location
Walsingham House
Work
Relationships
Reports to HR Advisors and is a member of the HR team.
Job Purpose
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To ensure that the HR functions receive the appropriate support to operate efficiently and effectively.
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To ensure the HR Managers receive appropriate information and advice on all relevant matters.
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To carry out all aspects of the role in a satisfactory manner and within the guidance of the organisation’s ethos,
values, aims and objectives.
Responsibilities
Human Resources (HR)
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Responsibilities
Payroll
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Responsibilities
To provide full administrative and participative support to the HR functions of the Organisation.
To carry out all office administration tasks in conjunction with the other HR Assistants.
To maintain an awareness of the other HR Assistants’ work and cover for each other as a team during
absence.
To ensure confidential material is stored correctly within policy & Data Protection Act (DPA) guidelines.
To create, develop and maintain HR reports as required.
To ensure that all general HR literature and forms are current, updated and accessible.
To maintain, monitor and update HR resources, ensuring they meet current needs, and supplies are re-ordered
when required.
To report IT issues on both the network and specialised programmes to IT Support as appropriate.
To update Intranet as appropriate (j long service, qualifications, HR documents, etc.)
To ensure all employee information is kept up to date and stored in line with policy and DPA guidelines.
To issue contracts and administer new starter information and any other relevant paperwork.
To process all necessary administration surrounding employees leaving the Organisation.
To ensure that all contractual changes are implemented promptly, with appropriate paperwork completed and
personnel and payroll systems information updated.
To process written requests for information from external organisations, such as references, mortgage
applications etc.
To produce and issue Organisational identity cards for employees and those acting as agents for Walsingham.
Under direction from Senior HR Advisors, to liaise with local Occupational Health providers in respect of referral
for current and new employees.
To co-ordinate the Disclosure & Barring Service checks, both for new employees and current employees
requiring rechecking.
To assist in matters relating to discipline, grievance and tribunal, to include preparation of papers and acting as
a note taker at hearings.
To liaise with the HR Advisor team and line managers regarding Initial Reviews and Appraisals; ensuring
deadlines are met and outcomes are recorded in the HR system.
To maintain HR contact information.
To provide ad hoc support to Business Support Team e.g. reception cover
To process timesheets and other payments, ensuring all data is accurately transferred onto the HR system.
To assist the HR Advisor in calculating and processing sickness payments (SSP and OSP).
To deal with all appropriate HMRC correspondence such as P45’s, earnings enquiries etc.
To administer payment of bonuses to employees with Long Service within Walsingham.
To process qualifications bonus payments.
Recruitment & Selection (R&S)
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To carry out the R&S administrative process, from advert to commencement of employment, bringing any
queries to the attention of the HR Advisor team.
To circulate every month the updated Internal Vacancy List to all employees in the Organisation via e-mail and
send a hard copy to those on long term absence.
To be the first point of contact for applicants and recruitment sources (e.g. Agencies, Job Centre) providing
consistent and up to date information on vacancies and processes.
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Responsibilities
Learning & Development (L&D) (To cover in the absence of L&D Assistant)
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General
To maintain effective communication with managers during all the recruitment process.
To ensure all written communication with applicants is completed and submitted within appropriate timescales.
To develop and maintain an effective filing system for all recruitment files in progress and archived.
To ensure that all recruitment checks are completed thoroughly in line with Walsingham policies, Care
Standards and Home Office etc.
To support with departmental interview test preparation and administration.
To upload and maintain job vacancies on Walsingham website and Intranet
To book employees on training courses from management bookings.
To update course bookings and delegate lists following cancellations.
To notify relevant line managers and O&D Administrator UK of courses with insufficient delegate
numbers for cancellation.
To collate course evaluations from training courses for Operations& Development (O&D).
To maintain Organisational training records on the computerised HR system.
To produce delegate lists for trainers within required timelines.
Additional to the above, the post holder can be expected to:
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To train & support new team members on relevant tasks and processes.
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Take responsibility for their job description.
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Take an active role in determining their development needs and agreeing programmes to meet these.
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Actively adhere to and contribute to the development of Walsingham’s policies.
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Attend staff meetings and training as agreed with line management.
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Carry out any other duties that are within the scope, spirit and purpose of the job, its title and are requested by
line manager.
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Attend very occasional meetings across the Organisation that may involve travel and overnight stays.
This job description reflects the present requirements of the post and forms part of Walsingham’s recruitment package, along with a person specification, terms
& conditions of employment, information about Walsingham and other particulars. Once a person has been recruited, these documents collectively form the
post holder’s contract of employment and, with their annual objectives, the means by which supervision, appraisal and support will be provided. In the light of
regular appraisal discussions, the job description may be reviewed and subject to amendment in consultation with the post holder.
September 2012