Grade 4 HR Administrator

Lincoln Recruitment are supporting an intellectual disability organisation to recruit a permanent, part-time HR Administrator. This role is a job share working 37 hours fortnightly.

Employee Relations:

• Maintain accurate and up to date records relating to all types of leave and attendance. On a weekly basis entering all leave and attendance information correctly.
• Ensure through regular checks that employees do not exceed their entitlements of all leaves. Where leave entitlements have been exceeded, informing the relevant Service Manager in a timely manner, and notifying the employee.
• Undertaking spot checks of rosters to ensure employees do not exceed the 48 hour working week.
• Calculating annual leave entitlements for employees each year and as required throughout the year, in timely and accurate manner.
• Processing applications for all types of leave. Ensuring a high standard of accuracy regarding correspondence to staff and relevant personnel are notified accordingly.
• Notify the HR Manager of individual poor attendance levels, ensuring these employees are met.
• Arrange Occupational Health referrals for staff as required. Communication the outcome of these appointments to relevant parties.
• Issue Annual Performance Development forms to relevant managers, ensuring these are completed and returned by a specified date.
• Inform managers of probation deadline and follow up on paperwork.
• Keep up to date with changes in employee entitlements and legislation.

Provision of Statistics and Reports

• Provide various monthly statistical reports to HR in Central Management and HR Manager.

Recruitment, Selection & Conditions of Employment

• Ensure resignation/retirement letters are communicated to relevant parties in a timely manner.
• Ensure queries relating to conditions of employment are answered accurately, in a courteous and efficient manner.
• Dealing with and typing correspondence for employees concerning their employment.

HR Administration

• Ensure employee files are maintained and kept up to date, particularly in respect of medical certificates, annual leave and other data.
• Accurately file all paperwork in a timely manner.
• Archive leaver files and create new hire files in a timely manner.
• Ensure the highest standards of accuracy are maintained in all elements of the HR office.
• Deal with ad-hoc queries from staffin professional and timely manner.
• Carry out HR duties as directed
• Deal with HR telephone enquiries and correspondence in a sensitive and confidential manner, ensuring all messages are accurately recorded and directed to the appropriate recipient as soon as possible.
• Photocopy and scan documentation as may be required.

HR Information System

• Ensure the rosters/duty sheets are inputted weekly and accurately to the system.
• Ensure HRIS is updated relating to changes in personal details of staff.
• Run reports from the system as required.
• Undertake regular housekeeping checks on the system to ensure accuracy

General

• Have an excellent knowledge of Avista policies and procedures.
• Beaware of emergency procedures and ensure health and safety policy of service is adhered to.
• Maintain good working relationships with colleagues.
• Ensure the highest standards of confidentiality are maintained at all times in relation to work issues.
• Ensurethat each individual that we support is treated with the utmost respect and dignity at all times.
• Run Service system reports as required.
• Maintain a high standard of work performance, attendance, appearance and punctuality.
• Assume responsibility for own professional development.
• Ensure a safe environment for post holder, colleagues and visitors
• Any other duties as may be assigned from time to time.

For more information, please reach out to Lee Doheny at Lincoln Recruitment.