Business Support Officer (HR/Administration)

Main purpose of job To be responsible to the relevant HR Officer/Business Coordinator (HR/Administration) for assisting with the provision of all human resource matters across the department to ensure the business needs of the department are met in an efficient and cost-effective manner. To supervise, train and develop assigned human resources staff to ensure the business needs of the department are met. To assist the relevant HR Officer/Business Coordinator (HR/Administration) with the provision of advice and guidance to senior managers, line managers and other staff on a departmental wide basis, on human resources matters, in liaison with Corporate HR as appropriate. To represent the HR Officer/Business Coordinator (HR/Administration) within the post holder’s area of responsibility as required. Summary of responsibilities and personal duties 1. To supervise and be responsible for programming the workload and priorities of any assigned support staff in liaison with the HR Officer/Business Coordinator (HR/Administration) to ensure the business needs of the department are met in an efficient and cost effective manner. 2. To ensure the accurate and timely production of service performance and compliance information relating to human resources matters required for reports and official returns. 3. To assist the HR Officer/Business Coordinator (HR/Administration) to ensure that human resource and employee relations issues for the department are effectively managed and applied in accordance with council policies and procedures and to ensure that the relevant timescales and legislative requirements are met e.g. disciplinary, grievance, capability, attendance and other relevant procedures. 4. To undertake investigations in relation to specific personnel matters. 5. To assist with the development and management of all procedures, record keeping and reporting activities with regard to human resources matters. 6. To assist the HR Officer/Business Coordinator (HR/Administration) in the review of individual sickness absence cases and maintain all medical and Occupational Health correspondence and produce Occupational Health referrals for the service in consultation with the HR Officer/Business Coordinator (HR/Administration) and appropriate manager. To liaise with the council’s occupational health provider on progress of individual cases as required. 7. To prepare absence management reports for presentation at case review panels. 8. To assist the HR Officer/Business Coordinator (HR/Administration) in providing advice and guidance on human resource matters including but not exclusively: employee relations; attendance management; discipline and grievance; training and development; payroll; recruitment, freedom of information requests and data subject access requests. 9. To assist with the coordination of responses within relevant timeframes, to requests under e.g. freedom of information and data protection legislation.

10. To assist in the preparation of the departmental human resources unit’s business plan. 11. To assist the HR Officer/Business Coordinator (HR/Administration) in the identification of training and development needs within the human resources unit, to set individual goals/targets and implement agreed training programmes, development activities and personal development plans. 12. To provide and coordinate induction training for all new starts. 13. To keep under active review relevant working practices and procedures and make periodic recommendations to the HR Officer/Business Coordinator (HR/Administration) where improvement or efficiencies are possible. 14. To represent the HR Officer/Business Coordinator (HR/Administration) as required, within the post holder’s sphere of responsibility. 15. To motivate and manage any staff that may be assigned to the post holder to ensure effective service delivery and to be responsible for reviewing and implementing a proper staff training and development programme. 16. To participate in all induction and in-service training provided by Belfast City Council and in the induction and support of all newly appointed staff and other human resource management policies and procedures, as appropriate, including, absence management, disciplinary and grievance procedures. 17. To participate as directed in the council’s recruitment and selection procedures. 18. To act in accordance with the council and departmental policies and procedures including customer care, equal opportunities, health and safety, safeguarding and any pertinent legislation. 19. To undertake the duties in such a way as to enhance and protect the reputation and public profile of the council. 20. To undertake such other relevant duties as may from time to time be required.

This job description has been written at a time of significant organisational change and it will be subject to review and amendment as the demands of the role and the organisation evolve. Therefore, the post-holder will be required to be flexible, adaptable and aware that they may be asked to perform tasks, duties and responsibilities which are not specifically detailed in the job description but which are commensurate with the role. Essential criteria Qualifications and experience Applicants must, as at the closing date for receipt of application forms: • either have a third level qualification in a relevant subject such as Business Studies, Human Resources or equivalent qualification and be able to demonstrate on the application form, by providing personal and specific examples, at least one year’s relevant experience in each of the following three areas; or • be able to demonstrate on the application form, by providing personal and specific examples, at least two years’ relevant experience in each of the following three areas: (a) providing advice and guidance on HR policies and processes to operational management, and assisting in the management of staffing, payroll, work-life balance, learning and development, Freedom of Information and subject access requests; (b) working effectively with Trade Unions on a range of HR matters; and (c) direct participation in attendance management policy, disciplinary and grievance procedures and in managing employee resourcing/staffing issues.

Special skills and attributes Applicants must be able to demonstrate that they possess the following special skills and attributes, which may be tested at interview: Communication skills: A high degree of literacy with the ability to write reports, memos and letters on complex or sensitive issues; effective oral communication skills with the ability to address groups and meetings clearly and to listen and understand divergent opinions and convey complex information.

Technical knowledge: An understanding of HR issues, legislation and best practice including recruitment and selection, work-life balance, payroll, absence management, disciplinary and grievance procedures and how information technology and new technologies can increase business efficiency Team working and staff management skills: The ability to demonstrate effective management skills with a wide understanding of a departmental operation and the ability to work as part of a team. The ability to manage a number of employees by developing and encouraging responsibility in them to ensure delivery of agreed goals. The ability to train and develop groups of employees in a formal setting with a sound knowledge of the area of professional practice being imparted. Performance management skills: An understanding of how to deliver a value for money service via performance management systems and procedures including performance indicators, benchmarking and quality assurance methodologies. Customer care skills: An understanding of customer care and consultation principles and the need to respond to client and customer demands. Analytical and decision-making skills: The ability to analyse complex situations and take appropriate decisive action using the data that has been gathered with an understanding of the possible wider corporate implications of such action. Partnership working skills: The ability to work with a diverse group of other managers and professionals, both internally and externally, to meet common objectives. Change management skills: The ability to engage with organisational change and the ability to secure the commitment of others to change. Work planning and organisational skills: The ability to forward plan and to effectively prioritise the work of a large section taking into account short- and medium-term goals, service demands and the availability of resources and using effective administrative systems and controls. Information technology skills: The ability to understand how ICT can improve business effectiveness, be innovative in its application and be able to specify requirements with precision. Equality of opportunity: An understanding of legislation and best practice with a personal commitment to equality of opportunity.

Short-listing criterion In addition to the above qualifications and, or experience, Belfast City Council reserves the right to further short-list only those applicants who, as at the closing date for receipt of application forms, either: • have a third level qualification in a relevant subject such as Business Studies, Human Resources or equivalent qualification and are able to demonstrate on the application form, by providing personal and specific examples, at least two years’ relevant experience in all three areas (a) – (c); or • are able to demonstrate on the application form, by providing personal and specific examples, at least three years’ relevant experience in all three areas (a) – (c). Job details Job description: please refer to the job description for details of the duties of the post. Employee specification: please refer to the attached employee specification for details of any qualifications, experience, etc. which are required for the post. Should an applicant be recommended for appointment to this post, they will be required to produce official original proof of any qualifications, etc. they relied upon to support their application. Please also be advised that an applicant must provide evidence to demonstrate that they were in possession of such qualifications, etc. at the closing date for applications.

Remuneration The salary will be determined by the council in line with that determined by the National Joint Council for Local Government Services, currently Grade 7, SCP 29 to 32, £37,336 - £40,221 per annum (in normal circumstances, the starting salary is the minimum point), paid monthly by direct payment by the Bankers Automated Clearing System (BACS) to a bank or building society account of your choice.

Location The person appointed will be based initially in the Cecil Ward Building, 4-10 Linenhall Street, Belfast but will be required to work in and/or visit other locations.

Pre-employment checks Prior to taking up duty the person recommended for appointment must: (a) Enter into an agreement which sets out the main terms and conditions of employment. (b) Provide evidence of the right to work and reside in the UK via either: - a digital identity check via the council’s Identity Service Provider (IDSP). To use this method, you will need to hold a current UK or Irish biometric passport or passport card. or - an original full UK birth certificate and original proof of national insurance number (for example, via national insurance card, P45 or payslip etc). No temporary national insurance numbers can be accepted. Individuals who do are unable to provide evidence of their right to work and reside in the UK via either of the methods above, must inform the council and a list of any official alternative documentation will be made available to them. (c) If applicable, produce official evidence of their qualifications, as required. Please be advised that candidates must provide evidence to demonstrate that they were in possession of them at the closing date for applications. (d) Provide details of the bank or building society account to which their salary or wage will be lodged. (e) Provide two satisfactory work references. If suitably satisfactory references are not received, they will not be offered the appointment. (f) Pass satisfactorily a medical assessment by the council’s Occupational Health Service provider. (g) Complete a disclosure of family relationships form. (h) Complete a disclosure of criminal convictions form, under the Rehabilitation of Offenders (NI) Order 1978. All applicants who are recommended for appointment to a post within Belfast City Council must provide details in respect of any criminal convictions which are not regarded as ‘spent’ convictions. Any disclosed convictions will be taken into account only when the conviction is considered relevant to the post and will be seen in the context of the job, the nature of the offence and the responsibility for the care of existing client/customer and employees. If the person appointed acquires a conviction throughout the course of their employment with Belfast City Council, they must bring this to the attention of their line manager/departmental HR representative. Failure to comply with this request can result in a breach of the terms and conditions of employment and may result in sanction or dismissal. Any information will be dealt with confidentially and help is available.