Human Resources Assistant

Main purpose of job To be responsible to the Business Support Officer (HR / Administration) for assisting with the provision of all administrative and human resource matters across the department to ensure the business needs of the department are met. To be responsible for the day-to-day supervision, training and development of assigned staff.

To work with the Business Support Officer(s) (HR / Administration) in the development and implementation of human resources and administrative systems and processes to enable the departmental Human Resources Unit to implement change and process improvement. Summary of responsibilities and personal duties 1. To be responsible for the daily supervision of support staff assigned to the post holder’s area of responsibility and to allocate work, check outputs and to ensure that deadlines are adhered to. 2. To compile and analyse service performance and compliance information, relating to human resources, quality and customer service standards, required for reports and official returns. 3. To be responsible to the Business Support Officer(s) (HR / Administration) for the coordination and monitoring of all procedures, record keeping and reporting activities with regard to human resources. 4. To provide information and relevant advice and guidance to the Business Support Officer (HR / Administration) and other relevant departmental officers as required on all human resources matters, for example, absence management, employee relations, payroll, time and attendance and learning and development activities. 5. To work with the Business Support Officer(s) (HR / Administration) in designing training plans and programmes and in coordinating personal development planning for the departmental HR unit. 6. To develop and maintain a system to ensure up to date workforce statistics for the City and Neighbourhood Services Department. 7. To coordinate recruitment exercises, including appointment of agency staff and induction processes. 8. To assist the Business Support Officer(s) (HR / Administration) with the coordination of employee relations issues and where appropriate undertake investigations. 9. To assist the Business Support Officer(s) (HR / Administration) in the preparation of absence management reports for presentation at case review panels and where appropriate conduct meetings in accordance with the council’s attendance policy. 10. To collate and process information as required for corporate payroll and human resources using relevant information technology systems. 11. To provide secretarial support for disciplinary and grievance cases; industrial relations meetings, etc. including associated correspondence, agendas and minutes. 12. To assist in the preparation of the Support Services business plan. 13. To ensure the development and maintenance of effective filing and document management systems for the service. 14. To assist the Business Support Officer(s) (HR / Administration) with Freedom of Information requests, Data Subject Access requests, corporate complaints and complaints from elected members as required, in line with policies and procedures. 15. To represent the Business Support Officer(s) (HR / Administration) as required. 16. 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. 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 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 procedures as appropriate, including, absence management, disciplinary and grievance procedure. 20. To undertake the duties in such a way as to enhance and protect the reputation and public profile of the council. 21. 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 Experience Applicants must, as at the closing date for receipt of application forms, be able to demonstrate on the application form, by providing personal and specific examples, at least one year’s relevant human resources experience in each of the following areas: (a) assisting in the provision of information, advice and guidance to operational managers on a range of HR related policies and processes, for example, time and attendance, recruitment and selection, employee relations, Freedom of Information and Data Subject Access requests; (b) assisting in the development and maintenance of human resources and administrative systems and processes; and (c) direct supervision of assigned staff.

Special skills and attributes Applicants must be able to demonstrate evidence of each of the following special skills and attributes which may be tested at interview: Technical knowledge: a clear understanding of HR policies and procedures with an ability to provide advice and guidance to managers. Written communication skills: the ability to draft letters and memorandums ensuring a good standard of literacy, comprehension, grammar and composition skills. Oral communication skills: the ability to provide operational information, advice and guidance on human resource related matters to staff and managers. Analytical and problem-solving skills: the ability to extract, analyse and report upon service information and evidence of making day-to-day decisions on operational issues.

Information technology skills: the ability to operate specialist software packages and an advanced knowledge of Microsoft programmes. Work planning skills: the ability to plan work and to deliver to strict deadlines, including work planning and prioritisation for staff and coaching/ development of staff. Team working skills: the ability to work as part of a team displaying flexible and politically sensitive skills when working on confidential matters. Customer care skills: the ability to deal with both internal and external customers recognising the need to respond appropriately to their needs. Equality of opportunity: a clear understanding of equality legislation and the ability to apply principles of equality when delivering human resource functions and services.

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) Provide details of the bank or building society account to which their salary or wage will be lodged. (d) Pass satisfactorily a medical assessment by the council’s Occupational Health Service provider. (e) Complete a disclosure of family relationships form. (f) 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. 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 5, SCP 21 to 24, £30,825 - £33,024 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