HR Officer

Salary: £26,845 per annum and pension 4% of salary.

Holidays: 25 days per annum plus 11 statutory days (increasing by 1 day per year of service up to a max of 35 days per annum plus 11 statutory days. Increase is effective from the 1st April each year, once a full year of service has been completed).

ROLE OVERVIEW Reporting to the HR Business Partner, the HR Officer will be responsible for a team who provide an efficient HR and administration service. They will manage recruitment exercises, absence management and personnel filing processes. Responsibilities are varied but will involve coordinating daily work tasks got the HR Admin team, improving processes and team development.   This role works closely with other areas of MACS, in particular Payroll and Employee Relations, to answer queries, provide guidance on MACS policies and raise any potential issues in line with the relevant procedures. A sound HR knowledge base is essential and Team management skills are key to this role, to motivate and develop high engagement across the HR Admin team.

This Job Description demonstrates the job role, duties and responsibilities to: Human Resources

• Audit and maintain information and filing systems, including PAMS HR platform and digital personnel files.
• Comply with GDPR and Employment Law legislation regarding record keeping and document storage.
• Lead and co‐ordinate all recruitment‐related activities for each stage of the process, ensuring these are executed in line with relevant legislation, MACS policy and equality of opportunity.
• Ensure all pre‐employment checks ‐ including criminal record checks ‐ are carried out fully, in a timely manner and within statutory compliance.
• Ensure all relevant staff are NISCC registered and that they renew their membership annually.
• Support Managers to complete induction and probation processes efficiently and effectively in line with MACS P&P.  
• Facilitate HR inductions with new employees, including issuing of terms and conditions of employment.
• Maintain employee records and ensure information is communicated to Payroll.
• Maintain the absence recording system, including annual leave records and administration of sickness absence processes.
• Assist in preparation of statutory reports in a timely and accurate manner.
• Support your manager to produce statistics for quarterly and annual HR Reports.
• Support your manager to facilitate HR Shared Learning meetings with the leadership team.
• Support your manager in managing the Health and Culture Group and development of the annual work plan.
• Assist your manager with updating human resource policies and procedures.
• Assist with employee relations issues such as grievance, discipline and other performance related processes. Co‐ordinate Learning and Development activities at an organisational level to ensure core learning demands are met.  
• Facilitate the evaluation of training courses through various means including the use of questionnaires, focus groups and discussions with colleagues.
• To update the relevant areas of MACS Staff Portal (Intranet).
• Promote equality and diversity as part of the culture of MACS.

Office Management

• Lead the administration team to maintain a welcoming atmosphere and culture in MACS office to all young people, professionals and visitors, contributing to the overall positive experience and reputation of the organisation.
• Manage and support the administration team to ensure effective systems and processes.
• Assist your manager to develop and implement new administrative systems when needed.
• Ensure effective communication systems throughout the organisation.
• Design and implement office policies.
• Manage the office Credit Card and ensure monthly return to finance team.
• Ensure office efficiency by overseeing office systems, layout, equipment and inventory
• levels.
• Lead office meetings to review the work environment for all staff in 303 office.
• Line Management
• Carry out monthly formal supervisions with each staff member.
• Lead weekly team catch up meetings.
• Managing team performance as and when necessary.
• Promoting staff learning and development within your team.
• Coach, mentor and delegate responsibility to staff as appropriate.
• Lead, support, and work with other members of the team on day‐to‐day priorities to ensure efficient delivery of services.

IT Systems

• Assist in the management of MACS organisational Information Security and IT Systems.
• Liaise with MACS external IT provider to manage the maintenance of ICT equipment, facilities and systems including mobile phones, landlines, laptops and software.

Other Duties

• Attend monthly Supervision with your manager.
• Be required to undertake any other duties to ensure the effective running of the organisation.

PERSONAL REQUIREMENTS

• The ability to plan and prioritise workload
• Excellent communication skills
• High level of attention to detail and accuracy
• Good interpersonal and team working skills with a flexible and adaptable attitude to work
• Able to be a self‐starter with the ability to use initiative
• To demonstrate effective leadership skills
• The ability to understand and work in accordance with MACS ethos and values base
• The ability to communicate effectively to a wide range of people, particularly young people and stakeholders
• The ability to accept direction and supervision
• The ability to maintain a comprehensive and up to date written record of work undertaken
• To have the commitment to undertake relevant training
• To work as a team member and assist in developing and shaping the Service to meet Young People’s needs and strategic objectives
• Good time keeping skills
• To represent MACS in a professional manner
• To work on own initiative and make decisions (autonomous) in a responsible and accountable manner

• To be resilient and compassionate in a challenging environment.

CRITERIA 1

• Recognised professional Human Resources qualification at a minimum of Level 3 AND
• 1 years’ Human Resource experience in a similar position

OR

• 3 years’ Human Resources experience in a similar position

CRITERIA 2

• 1 years’ experience of Supervising Staff or leading a team ESSENTIAL SHORTLISTING

CRITERIA 3

• Able to demonstrate excellent written skills ESSENTIAL SHORTLISTING

CRITERIA 4

• Computer literate with experience of using a variety of software, in particular Microsoft packages, PAMS or other HR Software

CRITERIA 5

• To work within the ethos, culture and values of MACS
• Can be resilient and compassionate in a challenging environment

DESIRABLE CRITERIA

• Experience of working in the Voluntary sector