Trussell Trust Job Description: HR Administration Assistant

Department: HR

Responsible to: HR Manager

Salary: £7.45 per hour

Part-time: 22.5 hours, with potential to increase to full-time

Permanent

Role outline

The HR Administration Assistant is responsible for the administrative aspects of the HR function, including processing new starter/leaver data, liaising with payroll in relation to pay queries, documenting sickness, holiday, and other absences, and administering new starter paperwork.

Responsibilities

Processing recruitment paperwork

∆  Receive details of newly-appointed staff members and initiate appointment process – including conducting reference checks, collecting required information from new starter and line manager, and generating appropriate documentation to ensure a smooth induction to the Trust.

∆  Liaise with line manager and HR Manager to generate contract and appointment letter, etc.

∆  Create personnel file

∆  Input personal details to database

∆  Calculate and record holiday entitlement

∆  Inform payroll of new starter

∆  Ensure provision of uniform, ID badge, and additional equipment in advance of start date

∆  Record significant dates – e.g., conclusion of probationary period, one-to-one and appraisal due dates

∆  Process equal opportunities monitoring data and generate statistics to ensure that the Trust remains compliant with relevant legislation and maintains good practice

∆  Conduct intern appointment process

Administering holidays and absences

∆  Record holiday requests and authorisations

∆  Record absences, including reasons, and inform payroll of any consequent adjustments

∆  Ensure staff complete sickness self-certification forms / provide GP-authorised fit notes for periods of absence as required

∆  Ensure that line managers conduct back-to-work interviews with members of staff who have been absent; ensure that relevant paperwork is completed and returned to the HR department in a timely fashion for filing in personnel files

Administering exit process

∆  Ensure that exit interviews are performed by the line manager, and that relevant paperwork is completed and returned to the HR department in a timely fashion for filing in personnel files

∆  Calculate remaining holiday entitlement

∆  Inform payroll

Administrative assistance to the Finance Department

∆  Assist with the filing of payslips and GiftAid paperwork; assemble cheques and arrange signing by authorised signatories

∆  Data input as required

∆  Assembling banking batches and banking as required

General assistance to the HR Department

∆  Maintenance of personnel files, including updates to personnel details and general filing

∆  Assist the HR Manager in the arrangement of training opportunities

∆  Assist in transfer of personnel information to online record-keeping tool

∆  Archiving of completed recruitment / interview paperwork

In addition to any other reasonable duties as specified by the HR Manager or Finance Manager to support the work of the Trust.

Personal Attributes

o  Demonstrable ability to work independently and as part of the wider team

o  Excellent written and verbal communication skills and interpersonal competences

o  Confident numeracy

o  Competent and proficient use of IT

o  Close attention to detail

o  Sympathetic to the Christian ethos of the Trust

o  Experience of the charity sector a distinct advantage

Training

o  Specific-to-role induction training

o  DBS evidence checker training when required

o  As required by role development, in agreement with line manager

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