Human Resources Admin Assistant

Salary: Scale 4 SCP 9-13 £26,409-£28,163 per annum JOB PURPOSE: The successful applicant will provide the necessary administrative services within the Human Resources and Organisational Development Department and provide a high level of customer service to all users. The duties of this post will include dealing with the public, employees and casual workers, telephone calls and visitors, liaising with other Council Departments, confidential/sensitive information, maintaining computer and other records, filing, typing, photocopying and providing general secretarial support. MAIN DUTIES AND RESPONSIBILITIES: 1. Provide a full range of administration support and advice for all HR activities in relation to the recruitment and selection process to include but not limited to: • Produce all recruitment documentation; • Input applicants on personnel system; • Prepare interview documentation; • Organise all facilities necessary for interviews e.g. room booking, room set up etc. • Deal with first level enquiries from job applicants; • Check and photocopy all documentation provided by candidates; • Ensure all pre-employment checks are satisfied prior to issue of offer letter; • Process AccessNI checks; • Prepare all correspondence for unsuccessful candidates; • Ensure recruitment files are complete and PAMS is up to date at completion of recruitment exercise; • Process probationary reports. 2. Make all necessary administrative arrangements regarding new employees eg. preparation of handbooks, induction packs, policies & procedures, new start forms, flexi records and creation of new personal files. 3. Liaise with line managers to ensure necessary induction procedures are completed and appropriate documentation is completed and filed. 4. Liaise with Payroll in relation to new starts, leavers and fixed term contracts, provide all necessary documentation in a timely manner and resolve queries. 5. Calculate annual leave entitlements and issue leave cards. 6. Maintain, manage, amend and update computerised and manual personnel record systems in accordance with the Council’s Retention and Disposal Policy and General Data Protection Regulation (GDPR) requirements. 7. Maintain an up-to-date database of casual workers, produce reports and deal with queries. 8. Advise new employees on how to operate time recording system and be the first point of contact for any queries. 9. Operate the computerised purchase ordering system within the Department. Process monthly accounts and liaise with suppliers as required. Ensure that all invoices are paid in accordance with the Council’s targets. 10. Organise and co-ordinate work experience placements and assist in the organisation of and/or represent the Council at school liaison initiatives.

11. Undertake clerical and secretarial duties including word processing, filing and photocopying. 12. Receive and deal with incoming mail in accordance with departmental procedures. 13. Participate in cross-departmental working groups, as requested. 14. Undertake any other relevant duties that may be required and are commensurate with the nature and grade of the post. Qualifications and training • A minimum of 5 GCSE’s (Grades A – C) or equivalent/comparable including English Language and Mathematics Experience

• 1 year’s relevant administrative experience to include the following:- • Dealing with the public in a customer service capacity; • Data input; • Record-keeping. • Dealing with confidential/ sensitive information • Use of Microsoft Office applications including Microsoft Word and Excel. Key skills, knowledge and attributes • Excellent written and verbal communication skills; • Effective team member; • Ability to undertake multiple tasks with minimal supervision; • Ability to work under pressure and organise and prioritise work; • Ability to act on personal initiative and take decisions within agreed guidelines; • Able to exercise tact and discretion in relation to confidential matters. Driving

• Hold a full current driving license (valid in the UK) and have access to a form of transport or *have access to a form of transport which will permit the applicant to carry out the duties of the post in full. • *This relates only to any person who has a disability, which debars them from driving. Working Arrangements/Flexibility 37 hours per week (Monday to Friday 9.00 am to 5.00 pm) plus additional hours as required. A flexible working hours scheme is in operation.