GFS PLATFORM FOR YOUNG WOMEN

JOB DESCRIPTION

JOB TITLE:HUMAN RESOURCES ADMINISTRATOR

LOCATION:GFS PLATFORM HEAD OFFICE

REPORTING TO:HUMAN RESOURCES MANAGER

RESPONSIBLE FOR:N/A

Overall purpose of the post
  • Work with the Human Resources Manager to co-ordinate recruitment and selection across the organisation and provideassistance on all HR related queries and functions.Maintenance and updating of HR systems and databases and production of relevant reports.
  • Ensure the effectiveness and efficient running of all administrative processes and work with the HR Manager to provide a proficient, professional HR service.
  • Work within the Hear By Right framework supporting and ensuring the active participation of young women in all aspects of the work.
Key areas of responsibility

RECRUITMENT & SELECTION

  • Co-ordination of the recruitment and selection process for the organisation,to include agreeing recruitment plans, organising recruitment adverts, sending and receiving of applications, co-ordinating short-listing and interviews.
  • Manage the recruitment inbox/telephone line and respond to candidates in a timely manner.
  • Administer pre-employment checks for potential employees and CRB checks for trusteesand volunteers across the organisation.
  • Preparation of offer letters and contracts of employment for the Human Resources Manager.
  • Collation of induction packs for new starters and prompting the exit interview process with leavers.
  • Assist in the management of employee probationary periods i.e. dispatch and receipt of required documentation.
  • Co-ordinate the distribution of staff ID cards.
PAYROLL & HR RECORDS/SYTEMS
  • To collate all relevant information relating to payroll on a monthly basis i.e. starters and leavers, tax forms, contract changes, sickness absence, maternity/paternity pay, time sheets, and update individual employee records on the payroll system.
  • Process timesheets i.e. update individual employee records and forward information to the Finance team for the monthly payroll.
  • Prepare a payroll report for the HR Manager, advising the Finance Team of the relevant changes for the monthly payroll, and liaise with them regarding changes as required.
  • Ensure all information is received and dispatched to the Finance Team in a timely fashion i.e. to meet the specified payroll deadline for payment of salaries.
  • Check the finance payroll report for accuracy and present to HR Manager for authorisation.
  • Answer general pay queries from managers.
  • Maintain and update data and information. Update the relevant HR database/s and run required reports.
  • Production of regular management information reports and any other records as required.

TRAINING

  • Logging incoming training authorisation forms onto the training spreadsheet and filing on staff files.

GENERAL HR FUNCTION

  • To assist in the management of the supervision and appraisal processes – dispatch and receipt of documents.
  • Preparation and circulation to the business of a monthly General Staff Update.
  • To support the Human Resources Manager in any employment relations issues and to store and retain all records relating to employment relations issues appropriately.
  • General administrative duties such as maintenance of personnel records and preparing correspondence as requested.
  • Keep abreast of changes or developments in HR systems and processes and legislation relevant to the post.

OTHER RESPONSIBILITIES

  • To assist and support all other departments with large mail outs, specific projects and other tasks as and when required in accordance with need and prior agreement from your line management.
  • Assist with the production of GFS material, such as Annual Report, Newsletters.
  • To ensure that all monies received are recorded and passed to the Finance department, with all related documentation.
  • To undertake training of financial systems, membership databases and other relevant recording systems so as to provide support in the absence of other Administrators.
  • To work with all other Administrators to assist in the smooth running of Head Office including; incoming / outgoing post, telephone cover, ensuring all office machines are working, and covering any absence.

GENERAL

  • To undertake training and attend meetings as required as part of the role.
  • To assist with and be part of the planning, organising and running of occasional evening or weekend events and residentials.
  • To contribute to and assist with any paperwork on the work of GFS Platform to ensure a high profile is held within the field of work with young women.
  • To comply with the GFS Platform’s Policies and Procedures and uphold any changes to these.
  • To undertake any other reasonable duties as and when requested.

GFS PLATFORM FOR YOUNG WOMEN

TERMS AND CONDITIONS

HUMAN RESOURCES ADMINISTRATOR

Location:GFS Platform Head Office, Unit 2 Angel Gate, 326 City Road, London, EC1V 2PT.

Salary:Salary £22,846 - £25,712 per annum pro rata. GFS Platform Salary scale 22 – 26 (depending on qualifications and experience).

Hours of Work:17.5 hours per week: Between 9:00 AM to 5:00 PM, Monday to Friday, work pattern to be agreed. Time Off In Lieu (TOIL) is allowed for all work beyond contracted hours at the rate of one hour for one hour, with a maximum of 7 hours in anyone day. TOIL to be taken within one month.

Paid Holiday:25 days pro rata per annum, in addition, GFS offers two discretionary days leave which are determined by the business, normally taken at Christmas and Easter and 8 public or bank holidays (pro rata), 9 for 2012.

Pension Scheme:Employees are offered membership of the Society’s Pension Scheme with the Pension's Trust, 7.5% employer contribution and 2.5% minimum employee contribution.

Additional information:

Offer of this job is conditional on receipt of at least two professional references and a CRB disclosure.

A six month probationary period will apply, until confirmed in post the notice period will be one week.

Revised P. Rowe November 2011

GFS PLATFORM FOR YOUNG WOMEN

PERSON SPECIFICATION – HUMAN RESOURCES ADMINISTRATOR

GFS PLATFORM: HEAD OFFICE

Post Requirements / Essential / Desirable / Measured
Qualifications / 5 GCSE’s grades A-C or equivalent / NVQ level 2/3 Business Administration or equivalent. / Application form
CIPD Certificate in Personnel Practice / Application form
Knowledge & Experience / Proven experience of HR administration and knowledge of HR processes and procedures / Experience of co-ordinating work related projects / Application form and interview
Experience of maintaining accurate filing and recording systems,both hard copy and electronic / Application form and Interview
Significant experience of working with HR data systems – maintaining and manipulating databases and computer systems / Application form and Interview
Experience of Public Sector / Caring / Youth / Charitable work / Application form and Interview
Skills & Abilities / Able to multi-task and prioritise own workload and manage time effectively in order to effectively to meet deadlines / Interview
Able to handle queries and provide information, maintaining a high level of confidentiality at all times / Interview
Be able to work as part of a team / Interview
Has a professional and confident approach, when dealing with relevant contacts / Interview
Has strong organisational skills and a methodical approach to the completion of tasks. / Interview
Able to provide evidence of competence in the use of HR databases and record systems, including the producing of reports. / Application form interview
Able to provide evidence of competence in working with HR systems and processese.g. recruitment, appraisal / Application form and Interview
Has strong written and verbal communication skills / Application form and Interview
Is able to work accurately and ensure attention to detail / Interview
Has strong numerical skills / Interview
Intermediate level Microsoft Office Suite & Email & Internet – high level of competence in using MS Word and Excel / Application form and Interview
Able to demonstrate enthusiasm, flexibility and commitment / Interview
Other / A commitment to Equality of Opportunity and a willingness to adhere to the organisations, values and Equal Opportunities policy. / Application form and Interview
Empathy with the ethos and the work of GFS Platform / Has an understanding of issues affecting young women today / Application form & Interview

Revised P. Rowe November 2011