Job Description

Job titleHR Officer and Secretariat

Reports toHR and Administration Manager

Staff responsibilitiesNone

Overall purpose of role:

The main purpose of this role is to provide a full range of administrative support to the Human Resources function and the Head of Corporate Services, in particular in the areas of recruitment, conditions of service, termination of employment, appraisals, equality and diversity, training & development, policies & procedures and Health & Safety.

The secondary purpose of this role is to service the Remuneration and Appointments, Risk and Audit Committee and the TPAS Board ensuring agenda and papers are prepared and to take the minutes of each meeting. This role will also ensure that actions emanating from these meetings are processed in accordance with the wishes of the Committee and the Board.

Key responsibilities:

  • To be responsible for providing a full HR support service to all TPAS staff and management, including the induction of new starters, management of the probation process alongside the line manager, supporting during the appraisal process, payroll and pensions matters, administration of training requests and providing advice and support relating to any stage of the employment life cycle.
  • Providing secretariat duties for the Board and other TPAS committees: Servicing and coordinating, preparing the agenda and papers for the various TPAS committees, taking the minutes at each meeting, working with the relevant Chair to ensure minutes are accurate and distributed to members.
  • This role will also ensure that actions emanating from these meetings are processed in accordance with the wishes of the Committee and the Board and ensuring that all relevant governance duties are kept up to date and accurate.
  • Be responsible for the effective delivery of the full recruitment process ensuring procedures are followed in a timely and efficient manner. This will involve ensuring there is agreement to recruit, liaising with colleague to place adverts on agreed websites, undertaking pre-employment checks, ensuring that eligibility to work information is checked. The postholder will finalise employment contracts for approval and place new employees onto the organisation system.
  • Provide first level HR advice and support to employees and line managers escalating to the HR and Administration Manager when required.
  • Maintain and develop HR systems in support of the HR function as a whole. Working with the HR and Administration Manager to make any improvements to improve the quality of service provided to TPAS Management and Staff.
  • Contribute to the customer services TPAS service answeringthe main helpline calls providing advice and responding to queries or transferring queries where appropriate. Having a high level customer service and establishing a focused support for customers. Aiming to keep a customer happy with the service TPAS is providing.
  • Be responsible for the handling of all petty cash transactions monitoring the petty cash balance. Have the responsibility and authority to question the requests of its use.
  • Collate information and provide a response to enquiries, including Parliamentary Questions, DWP information requests, working closely with the HR and Administration Manager and the Head of Corporate services.
  • Oversee all Health and Safety and risk management activities ensuring that they comply with Health and Safety legislation and TPAS policies and procedures. Ensuring TPAS has the correct number of first aid and fire wardens required. Taking responsibility to reducing any risk when seen.
  • To minute take meetings as directed such as Employee Relations meetings.
  • Produce monthly sickness and training reports that is used at SMT meetings, ensuring the information is able to be analysed and discussed at the meetings.
  • Produce ad hoc reports for managers, SMT, pension providers, etc.
  • Maintain the HR Information System, ensuring it is kept up-to-date. Having the responsibility to change individual staff personal data upon request.
  • To be involved in Ad hoc projects for Corporate Services. Providing knowledge and expertise of the HR processes.
  • Deputise for the HR and Administration Manager and cover for the Facilities andOffice Administrator in his/her absence and ensure their essential daily duties are completed.

Person Specification

Experience, knowledge and qualifications

Essential

  • Experience of working in an administrative or similar role.
  • Experience of working in an HR role
  • Strong coordination skills
  • Experience of minute taking
  • An appreciation of HR or similar procedures and office systems and the ability to translate that understanding to ensure effective working of the particular processes and systems of TPAS.
  • Experience of working successfully in an office environment and as part of a team.
  • Ability to work co-operatively with staff and volunteers and the ability to build constructive relationships with colleagues at all levels.
  • Ability to work under pressure and to produce good quality, accurate work to tight deadlines.
  • Experience of handling and dealing with personal information in a sensitive and professional manner.
  • Excellent customer services skills, including a pleasant professional phone manner.
  • Good judgement, knowing when to use initiative and when to seek advice.
  • Excellent time management skills.
  • Experience of using the Microsoft Office functions including word, Excel and Outlook.
  • Experience of using a HR system

Desirable

  • An understanding of UK Employment Law and Equality and Diversity legislation for public bodies and its application
  • Knowledge and experience of working in the public sector.
  • CPP/CIPD Qualification or Equivalent

Skills and personal qualities

  • A positive “can do” attitude.
  • Willingness to be ‘hands on’ to resolve issues that arise
  • Prepared to be flexible and take on tasks that may not be within the direct remit of the role.
  • Good communication skills.
  • Customer focused.
  • Good telephone manner.
  • Good analytical skills.
  • A proactive problem solver.
  • Emotional resilience to deal with stressed or difficult customers and pressure during busy periods.