Application for Employment with the Port of Felixstowe
Please complete in BLOCK CAPITALS and answer all questions as fully as possible, tick boxes where appropriate. All information
will be treated in confidence. You may wish to attach a Curriculum Vitae to accompany your application form, but this will not in
any way replace the information you provide on this form.
Please note that in line with the requirements of the Road Traffic Act 1988
a minimum age of 21 is applied to all quayside vacancies
Position applied for:
HR Administrator – HR Service Centre
Title:
Where did you hear about this vacancy?
Vacancy reference:
8508
Personal Details
Address:
Surname:
________________________________________________
First Name(s):
________________________________________________
Home Tel:
________________________________________________
Mobile:
Postcode:________________
Work Tel:
May we contact you at work?
Do you have a full UK Driving Licence?
Do you have your own transport?
Do you hold any driving licences other than your motorcar licence?
If yes, please give details:-
Do you have any licence endorsements?
If yes, please give details, including offence code and date(s):-
Do you require authorised documentation to work in the UK?
If yes, please state the documents and requirements:-
Are you a member of any professional bodies?
If yes, please state which:-
Yes
Yes
Yes
Yes
No
No
No
No
Yes No
Yes No
Yes No
Application for Employment with the Port of Felixstowe
Have you ever been convicted of any criminal offences, which are not yet ‘spent’
Yes No
under the Rehabilitation Act 1974?
If yes, please give details:-
Health
Please note that you will be required to undergo a medical examination, which will include a drug and alcohol test before any
offer of employment can be confirmed. A disability or health problem does not preclude full consideration for the job, and
applications are welcome from people with disabilities who think they could do the job applied for with reasonable or no
adjustments
Do you require us to make special arrangements to enable you to attend an interview
If yes please provide details:-
Secondary School(s) Attended
Education
Qualification(s) gained (including
level and grade)
Subject(s)
Yes No
Application for Employment with the Port of Felixstowe
Education
Further Education
Qualification(s) gained
Subject(s)
University/Polytechnic College(s)
Qualification(s) gained
Subject(s)
Professional/technical training e.g.
institute, chartered society
Professional Qualifications
Qualification(s) gained (indicate if
Subject(s)
by examination)
Application for Employment with the Port of Felixstowe
Current Employment
Name and full address of employer
Nature of business:
______________________________________________
Current position held:
______________________________________________
______________________________________________
Start date:
__________________________Post Code ____________
______________________________________________
Other benefits:
______________________________________________
Total annual earnings: £
(including expenses and overtime)
Postcode:________________
Responsibilities:_______________________________________________________________________________________
____________________________________________________________________________________________________
____________________________________________________________________________________________________
Reason(s) for wishing to leave:
__________________________________________________________________________________________
_____________________________________________________________________________________________________
Employment History
Name and full address of
employer
Dates
From
To
Appointment, job title, reporting to, duties and
achievements
Reason for leaving
Final salary and
benefits
Have you previously applied for a job, or been employed by this Company, or any associated or
subsidiary Company?
If yes, please give details including your Employee Number:-
Yes No
Application for Employment with the Port of Felixstowe
Supporting Information
Please provide supporting information in support of your application. Consider how you would suit the position applied for,
detailing any relevant training/experience that you have. Please continue on a separate sheet if required.
Application for Employment with the Port of Felixstowe
Please give names and addresses of two referees. If you are leaving school, or have left in the last 2 years please give the
name of your Head Teacher as a referee.
Current/ Most Recent Employer
Name and full address
Previous Employer
Name and full address
______________________________________________
______________________________________________
______________________________________________
______________________________________________
______________________________________________
______________________________________________
______________________________________________
______________________________________________
______________________________________________
______________________________________________
______________________________________________
______________________________________________
Postcode:________________
Postcode:________________
Tel No:
Tel No:
Occupation:
Occupation:
Relationship:
Relationship:
When may we contact your present employer?
To provide consent for us to action references as specified
please sign below:
Now

After first interview

After second interview

After an offer has been made

___________________________________________________
Signature
___________________________________________________
Date
I declare that the information contained in this form is true and complete. I understand any false or misleading information
given by me in this application form, or during an interview or medical examination may result in my dismissal without notice,
if I am appointed.
I consent to the information I have given on this application form and in all other enclosed documentation being held, used
and updated under the security safeguards of the Data Protection Act 1998.
__________________________________________________________
Signature
_______________________________________
Date
When complete please return this form to:
Port of Felixstowe, HR Department, Ground Floor, Ashley House, Felixstowe, IP11 3SY
Application for Employment with the Port of Felixstowe
Confidential – Equal Opportunities
The Company actively pursues a policy of affording Equal Opportunities to all prospective and existing staff in recruitment,
transfer, promotion and all other employment matters. We guarantee to meet all the applicable legislative requirements, which
include gender, race and disability rights. For this reason we ask candidates applying for vacancies within the Company to
provide information supplementary to the application form as indicated below. It must be stressed that personal details of this
nature are disclosed voluntarily and will be kept in the strictest confidence. These details will not form any part of the selection
process.
Name:
______________________________________________
Position(s) applied for:
______________________________________________
Age Range (please indicate )
 16-25
 26-35
 35-45
 46-55
 56-65
 Over 65
Ethnic Origin (please indicate )

Asian – Bangladeshi

Mixed – White and Black Caribbean

Asian – Indian

Mixed – Any other Mixed background

Asian – Pakistani

White - British

Asian – any other Asian background

White - English

Black – African

White - Irish

Black – Caribbean

White - Scottish

Black – any other Black background

White - Welsh

Chinese

White – Any other White background

Mixed – White and Asian

Any other Ethnic background

Mixed – White and Black African

Do not wish to disclose
Disability Discrimination Act 1995 (please indicate )
Under the terms of the Act a ‘disability’ is defined as a ‘physical or mental impairment, which has substantial and long term
effect on a person’s ability to carry out normal day-to-day activities’. Do you have a disability?


Yes

No
Do not wish to disclose
I understand that the information I have supplied will be retained and used for Equal Opportunities monitoring only. If
successful, this will form part of the workforce Equal Opportunities monitoring.
________________________________________________
Signature
_______________________________________
Date
External Vacancy
HR Administrator – HPUK HR Service Centre
An exciting opportunity has arisen for an HR Administrator in the Human Resources Department within
Hutchison Ports UK based at the Port of Felixstowe. The main purpose of this role is to administer and coordinate HR/Resourcing processes and activities attributed to the HPUK HR Service Centre, to provide an
effective administration service for the wider HR team, employees and managers and, to ensure effective
liaison/relationships with internal departments (eg Payroll, Pensions, Finance) and external organisations (eg
recruitment agencies, third party recruitment support).
The role will require someone who thrives on fast-paced administration and support of others as the core
focus of their role, and who doesn’t mind manual systems, checklists and processes. You will also need to be
comfortable working in a robust industrial environment, representing HR in interview panels and conducting
psychometric assessments to groups of applicants (training will be provided. In addition there may be the
occasional requirement to visit and support the two other ports in the UK group – Harwich International Port
(an hour by car from Felixstowe), and London Thamesport (two and a half hours by car) – including possible
overnight stays.
Applicants must have a minimum of 12 months’ administration experience, ideally in HR, experience of dealing
directly with customers, and of challenging working practices to improve service delivery. You should be
familiar with working to set processes and be comfortable with their usage. Previous experience of electronic
systems maintenance is essential, ideally in the context of HR, as well as good working knowledge of Microsoft
Word and Excel. An appreciation of working with confidential information/data and an understanding of the
sensitivities and obligations of dealing with such is also required. A minimum of 4 GCSEs (Grade C or above) or
equivalent (including English Language) is expected and relevant qualifications such as the Certificate in HR
Practice would be advantageous.
Shortlisting will be based on applicants meeting the requirements above. The selection process will involve
psychometric assessment and a competency based interview. In addition to the core requirements of the role
above, essential competencies include quality-focus, high level of work ethics and standards applicable to
working in an HR environment, good customer care and planning and organising skills, attention to detail and
ability to meet objectives - these will be assessed at interview.
This role is a permanent, full time position, working 37.5 hours per week, Monday to Friday, 0830hrs to
1700hrs. The successful candidate will be entitled to 24 days holiday per annum, excluding public holidays, and
membership to the Group Company Pension Scheme. The salary range is £18,500-£20,500 per annum,
depending on relevant qualifications, skills and knowledge. If you would like to discuss this opportunity further,
please contact Shaun McConnell, HR Manager, on 01394 602770.
To apply please complete an application form downloadable at: www.portoffelixstowe.co.uk/vacancies. CV’s
will not be considered on their own. Completed application forms should be sent to Shaun McConnell, HR
Service Centre, Ashley House, Port of Felixstowe, Felixstowe, Suffolk, IP11 3SY. Vacancy Reference: 8508.
Closing date for completed applications: Monday 1st October at 12pm.
Interviews will be held on: Wednesday 10th and Thursday 11th October.
Enquiries/applications from Employment Agencies will not be accepted for this vacancy.
JD0959, Issue 6,
June 2012
HR Administrator – HR Service Centre
Job Summary
Responsible To
Job Purpose
HR Manager – Service Centre
To administer and co-ordinate HR/Resourcing processes and activities attributed to the
HPUK HR Service Centre and to provide an effective administration service for the wider HR
team, employees and managers. In addition, ensure effective liaison/relationship with
internal departments (e.g. Payroll, Time Office, Pensions, Finance) and external organisations
(e.g. recruitment agencies, third party recruitment support). Act as a role model and
ambassador for the HPUK HR organisation, demonstrating required behaviours and
encouraging appropriate behaviours in others.
Description of Duties
Primary Functional Objectives
of the Role
HR processes

Benefit scheme administration – administer and co-ordinate benefit schemes as
required including conducting record/membership reconciliations e.g. Private
Healthcare, Staff Benefits such as Store Cards, advising employees accordingly.

References – undertake verbal and written references for mortgage, rent and
employment purposes for new, current and ex-/employees, with regard to data
protection legislation.

Authorisation to Recruit and Assignment Changes – ensure effective electronic and hard
copy filing of all authorised forms; while in progress of authorisation, log when received
into HR and when issued for action. Activities also include preparing Assignment Change
Forms for sign-off.

Change of personal details – action change to personal details for employees to due
process, updating HR systems where required.

Complete bulk administrative actions, system changes and letter generation for
business-led initiatives – e.g. yearly holiday accruals, salary/bonus review processes,
long service awards, and discretionary vouchers.

Leavers – administer and co-ordinate leavers processes (multiple), completing
checklists, filing in leavers and archive, updating spreadsheets and HR systems.
Activities also include co-ordinating leaving presentations and making bookings
attached to these.

New starters – administer and co-ordinate new starters processes, following the
Authorisation to Recruit requirements, set up new starters on HR systems and filing
systems, liaising with all relevant parties, completing checklists and updating
spreadsheets; this includes preparing contracts and offer letters from templates for
sign-off to delegation of authority requirements and during the process checking
information and flagging issues / errors where seen requiring higher authority to
review.

Assignment changes – administer and co-ordinate assignment change process, complete
checklists, update spreadsheets and HR systems; as New Starters above regarding
contracts, offer leters and reviewing information.

Standard to Senior Terms (Apprenticeship Scheme) –manage and maintain
spreadsheets running the Apprenticeship Scheme advising on clear cases, advising
where problems are, tracking progress, preparing necessary assignment change forms
and documentation for sign-off.

Probation process – manage and maintain spreadsheets running the probationary
review spreadsheet, diarising follow-ups, preparing paperwork for managers and signoff, and escalating delays.

Absence management process – support business process and HR / line manager
colleagues, arranging meetings, taking minutes, preparing documentation from
templates , updating systems and filing.

Manage and maintain spreadsheets for salary incremental increases for police and fire
teams, following up with administration and co-ordination of the assignment change
process as required

Drug and alcohol process – administer and co-ordinate due process.

Jury service process – administer and co-ordinate due process.

Archiving process – administer and co-ordinate due process.
Resourcing processes

Responsible for activities in the recruitment process, undertaking activities in line with
the HR Service Centre Recruitment Manual maintained by the HR Officer. Liaising with
JD0959, Issue 6,
June 2012
HR Administrator – HR Service Centre
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employees, management, Training Dept, Resource Office and Union to ensure
procedures are carried out in line with appropriate policies (e.g. internal vacancy policy,
training selection policy) and must have detailed knowledge of these. Specific
responsibility for Training selection (checking other training commitments etc).
Run the internal vacancy matrix to due process and in doing such focus on exceptions –
appointees and those knocked out – to highlight for HR Officer / HR Manager review.
Administer and co-ordinate vacancies (internal and external) including researching
publications for advert where required; normal expectations are handling vacancies to
grade M12 – M13+, Hutchison Westports, Cambridge vacancies will normally be handled
by HR Officer / HR Manager as the lead, with support requested from HR Administrators
as required.
Employee feedback both face to face and via the phone regarding vacancies.
Receipt and processing of all enquiries generated in connection with recruitment
activity. This will include the provision of appropriate advice and support to customers
and stakeholders both internal and external.
Produce Recruitment/Training Statistics from various spreadsheets as required.
Arrange Interviews, testing, assessment days
Attend assessment days, attend interviews as part of the interview panel and guide
managers to ensure a fair and consistent process is followed in line with internal
training, and conduct shortlisting against criteria set in Recruitment Strategy
Documents for HR Officer/vacancy holder review. For shortlisting internal port
operative vacancies, this will require working with the vacancy matrix software and
supporting training opportunity spreadsheets, and this activity will require
interpretation and decisions in line with appropriate HR policies (e.g. internal vacancy
policy) for HR Officer / vacancy holder review.
Psychometric Ability Testing – duties include arranging rooms, setting them up, and
conducting the psychometric testing itself (briefing will be provided). As stated above,
initial selection, interpretation and feedback of psychometric assessment is to be
undertaken by those Level A / B trained only.
Administration in relation to all recruitment activities. Produce offer letters, contracts
from templates. System updates.
Maintain Temporary employee spreadsheets
(Covered above).
Conduct pre-employment checks – e.g. eligibility to work in the UK, referencing.
Filing and administration to ensure accurate documentation is available at each stage of
the recruitment process.
Administration for wider HR team, employees and managers

Absence recording – record absence, holiday, sickness, compassionate etc into LMS for
the immediate HR team where requested; produce return to work documentation if
sickness; enter authorised holiday bookings into LMS and Sharepoint Team Holiday
Calendar.

Meeting rooms, catering, taxis – book as required.

Review and distribute post into the department; Complete and maintain office filing,
including all personal filing and key management for office filing cabinets. Ensure
shredding bags are available and picked up, photocopier issues are resolved, kitchen
stores are maintained.

Keep telephone list up to date and ensure lobby and greeting areas are maintained.

Purchase orders – complete to due process.

Stationery orders – maintain general office supplies and order new items to due process.

Prepare HR Notices.

Filing/General administration – carry out filing as required, including supporting wider
HR team where required
Other Objectives

Act as a central point of call for ad hoc queries, on the telephone, e-mail and in person,
granting access into the office, greeting and directing to colleagues if unable to resolve
query personally; conduct oneself professionally and courteously with an emphasis on
service delivery.

Support or action reporting– e.g. manning stats, starters, leavers, assignment changes,
resourcing reports, back-ups.

Action a range of administrative processes for overseas employees, Hutchison
JD0959, Issue 6,
June 2012
HR Administrator – HR Service Centre
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Westports where required – specific direction from HR colleagues will be required on a
case by case basis.
Ensure compliance to all policies, procedures, standard operating procedures and safe
working practices, with recommendations for action and continuous improvement.
Provide cover for other areas of HR activity / locations where it is appropriate and
reasonable to do so – e.g. HR Service Delivery and attendance at other HPUK locations at
Harwich and Thamesport.
Maintain stationery and kitchen supplies in the office.
Maintain confidentiality and departmental security at all times.
Undertake other duties which it is reasonable to do so. Participate in job/responsibility
rotation within immediate team.
Work with line manager to update own job description where appropriate.
Write guidance for processes undertaken as required and update accordingly.
Undertaking other duties as it is reasonable to do so including supporting projects

Not applicable.
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Not applicable.
People
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Assets
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Cross checking the work and output of team members, flagging issues / errors for review
where required.
Responsible for sensitive/personal data management and control.
Responsible for maintaining a stock of psychometric testing materials, hard copy and
electronic assessment records for employees and applicants securely as required under
British Psychological Society and EU/UK data protection requirements.
Responsible for HR system/data security for employees, ex-employees and applicants.
Handle data across all areas of HR including discipline and grievance, pay and
remuneration, bonuses, private healthcare, contractual changes, CRB checks, and police
vetting. Ensure data is only made available to those who require it, referring to HR
Manager as required.
Responsible for raising purchase orders for authorisation by department manager.
General duty of care to operate within HR budget lines and act in a cost efficient manner.
As first point of contact, the job holder must decide how best to handle queries and
visitors; there will be sensitivities and confidentiality to take into account, plus a need to
work within data protection legislation, so a degree of analysis and interpretation is
required, in order to decide how to handle a query/provide advice and to focus on the
professional portrayal of the HR department.
The job holder is also required to continually look for new ways to improve processes
and services, and there is a need to analyse options for some HR system requirements
and to work with colleagues – HR and System Administrators – to jointly agree on how
best to handle. This is important as ultimately, HR service delivery, is affected.
Job holder will be self-motivated and able to work on own initiative, with prioritisation
of workload based on the demands of the business and the job holder being responsible
for prioritising their own workload; there will be competing demands.
Job-holder is required to decide which cases to flag as problems Apprenticeship Scheme
processes.
Make decisions regarding shortlisting of applicants (including handling/escalating
Internal vacancy matrix issues) and selecting applicants at interview – this includes
internal and external applicants. In addition to these areas, running internal vacancy
matrix activity will require interpretation and decisions in line with appropriate HR
policies (e.g. internal vacancy policy).
Make decisions on correct systems coding; these decisions impact several systems.
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Primary Line / Performance
Management Objectives of the
Role
(If Applicable)
Primary Leadership Objectives
of the Role
(If Applicable)
Responsibilities for:
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Finance
Decision Making
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JD0959, Issue 6,
June 2012
HR Administrator – HR Service Centre
Communications
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Required to conduct oneself in a calm, polite, discreet and professional manner at all
times.
Frequent requirement for communication of information and data.
Requirement for excellent verbal and written English communications.
Dealing with general enquiries from internal and external customers (at all levels) in a
polite, courteous and efficient manner, either on the phone, via e-mail or face-to-face.
Providing a professional “first impression” to all customers.
Required to attend and participate in meetings.
Experience & Knowledge
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Expected to have minimum administration experience of 12 months, working in an office environment, ideally in HR.
Experience of dealing with customers directly.
Experience of working in a confidential area preferred.
Experience of challenging current working practices to provide better service delivery.
Experience and knowledge of working to processes and in line with process methodology.
Experience updating electronic systems to maintain records.
Experience working with HR IT/electronic systems/packages preferred.
Very good understanding of the company’s collective agreements and HR policies.
Qualifications
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Intermediate working knowledge of Microsoft Word and Excel.
Minimum of 4 GCSE (C grades or above) or equivalent (including English Language).
CIPD Foundation Qualification desirable e.g. Certificate in Human Resources Practice
Mental Demands
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Reasonably long periods of concentration to ensure crucial accuracy for example in System input, typing letters, contracts of
employment, memos, notices etc. These will result in contractual changes for employees so accuracy is essential.
Ensuring general HR documentation is current, accurate and complete (3 to 4 hours per day). Ability to concentrate for long
periods ensuring accuracy in production of documents/information to achieve tight deadlines.
Ability to organise and prioritise all demands of the job. General level of awareness and concentration required for working in
an office environment.
Work pattern usually predictable but with frequent interruptions from visitors and phone calls. Dealing with personal welfare
issues and people in distress, sometimes severe.
Physical Demands
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Dexterity in typing preferred.
Occasional manual handling of files to archives.
Frequent movement around the office – filing, meeting visitors, photocopying, scanning.
Health & Safety (exposure to risk)

Responsible for own health and safety within an office environment.
Authorised by:
Manager’s
name:
Accepted by:
Job Holder’s
name:
Signature:
Signature:
Date:
Date: