Finance and Business Support Manager

JOB DESCRIPTION

Job Title: / Human Resources Officer
Date: / August 2017
Department: / Finance and Business Support
Line Manager /

Finance and Business Support Manager

Grade / Pay Scale /

£22,440 pro rata per annum

Location: /

The Haven Wolverhampton / Waterloo Road

Status: / Permanent, Part Time (22.5 hours)

Job Purpose

To pro-actively ensure that The Haven Wolverhampton complies with its Human Resource policies & procedures and employment legislation by co-ordinating and assisting Heads of Service and Line Managers on a day to day basis with Human Resources activities.
To provide people management advice and guidance to the Senior Management Team, line managers and employees on a day-to-day basis ensuring that Human Resources policies and procedures, employment legislation and overall standards are applied fairly, reasonably and consistently across The Haven Wolverhampton (The Haven).
To work closely with the Finance and Business Support Manager to assist the correct processing of monthly payroll.

Scope of Job – Main tasks, duties and responsibilities

To build strong relationships with managers and staff in order to provide customer focussed HR advice and proactively influence the outcome of HR related matters.

Policies and Procedures

To utilise cost effective internal and external resources, such as ACAS, CIPD, Chamber of Commerce, legal advisors, consultancy services etc. to ensure all employee handbook, contracts of employment and policies and procedures remain legally compliant and fit for purpose. Advise managers and staff on these accordingly.
To interpret employment legislation, terms and conditions of employment and all areas of The Haven’s HR policies and procedure and provide detailed information and guidance both orally and in writing to the Senior Management Team and line managers on such matters.
To participate in the review, development and implementation of HR policies, procedures and guidelines to meet the values and objectives of The Haven. Taking lead responsibility for specific policy development tasks as agreed by the Senior Management Team.
To provide effective reward policies and procedures, including job grading and providing support for the salary review process.
To develop HR toolkits to support consistency and adherence to HR policies and procedures e.g. template, letters, flowcharts, checklists etc.
To attend the Personnel Sub-Committee with the line manager to guide and advise the committee on HR policies, procedures and best practice to ensure The Haven HR function fits with the organisations needs whilst remaining within the boundaries of employment legislation

Recruitment and Selection

To support and advise on the recruitment and selection of staff including the development of job descriptions, person specifications, advertising process, assessment methods, application pack and selection procedures. To be involved in all of selection processes including short-listing, interviews, confirming offers of employment, references, DBS checks for staff and right to work checks.

Employee Relations

To maintain a positive employee relations climate within The Haven by establishing best HR practices that produce an environment of co-operation and involvement.
To provide advice and support to the Senior Management Team and line managers on disciplinary, grievance, redundancy and bullying and harassment issues (both informally and formally). Provide assistance and guidance during investigation ensuring that The Haven’s procedures are adhered to.
To provide HR support and guidance to disciplinary and grievance hearing panels / appeals panels and during consultation meetings.
To provide advice and support to the Senior Management Team and line managers on the management of underperformance and management of attendance processes.
To support and coach the Senior Management Team and line managers to actively manage employee performance activities, including probationary reviews, absence management and annual staff development reviews.

Training and Development

To regularly liaise with the Senior Management Team and line managers to identify specific training and development needs as part of the Induction of new staff into The Haven, and The Haven’s annual training plan in line with business needs. Following approval of the plan by the Chief Executive and Board of Trustees, work with relevant staff to ensure this plan is effectively implemented within designated timescale and budget.
To work with the Senior Management Team to facilitate the ongoing development of HR capability within The Haven for line managers.

Data Management and Reporting

To maintain adequate and accurate manual and/or computerised staff records which will demonstrate the HR activities undertaken, the rational of HR decisions taken and to allow statistical analysis. This includes archiving of data to ensure The Haven’s compliance with the Data Protection Act.
To prepare regular HR reports to ensure key HR issues are highlight to the Senior Management Team and facilitate the implementation of HR objectives.

Payroll

To work closely with the Finance and Business Support Manager to assist the correct processing of Payroll; to include HR updates, timesheet analysis, sessional worker analysis and administration relating to The Haven’s Pension scheme.

General duties and responsibilities

To undertake such other duties, training and/or hours of work as maybe reasonably required, and which are consistent with the general level of responsibility of this job.
To have personal responsibility for maintaining personal and professional development to meet the changing demands of the job and The Haven, by undertaking appropriate training and development activities. This includes encouraging and supporting staff and managers in their training and development.
To undertake any health and safety training and related activities such as First Aid, Fire Marshall, Duty Hold, Health & Safety representative etc. as required for the post and as required by The Haven Wolverhampton to ensure their Health & Safety Policy is implemented effectively.
To ensure equality of opportunity both in service provision and employment, having regard to the needs of the diverse communities we serve.
To act in accordance with the organisations standing orders, financial regulations and financial procedures.

To supervise and support volunteers and placement as required
To comply with legislation and The Haven’s policies including Confidentiality, Information Sharing, Data Protection, Computer Security, Safeguarding vulnerable adults and children, and Human Rights.
To undertake any other duties commensurate with the grading of the post subject to reasonable adjustment under the Equality Act.
To support hostel staff in ensuring the well-being of residents and their children working directly with our client group, including working within the hostels if required using the skills associated with the job.
The duties of the post may change and develop from time to time in the light of new legislation, The Haven’s Policies, organisational development and social trends. Such development will be monitored in conjunction with the Chief Executive and will be reflected as necessary in the aims and objectives of the post.

Special Conditions (if applicable e.g. unsocial hours, extensive travel etc.)

Able to work unsociable hours on occasions if required to undertake internal Haven activities or external continued professional development activities.

…………………………………………………………………………………………………………………………………………………….

Signed (Job Holder):
Print Name: / Date:

PERSON SPECIFICATION

The person specification provides a list of essential and desirable criteria which a candidate should possess to be able to perform the job. Each of the criteria listed below will be measured through one or a combination of the following: A = Application form; I = Interview; D = Documentation; R = References; T = Test.

FACTORS / ESSENTIAL / DESIRABLE / HOW IDENTIFIED
Experience /

Demonstrable experience of working within an HR environment providing hands-on advice and support to managers and staff on HR matters, including recruitment and selection, employee relations, performance management and training development.
Demonstrable experience of coaching managers and building relationships with people at all levels.
Experience of working with Committees including preparation of papers, minute taking etc.

Experience of providing HR advice and support to the charitable/voluntary sector.
Experience of supervising and supporting volunteers and/or placements

/ A
I
R
Knowledge & Understanding /

Up to date working knowledge of employment legislation and its application to fit the business needs.
Undertaking human resource activities with managers, ensuring adherence to HR policies and procedures.
Up to date knowledge of Data Protection and Equality Impact Monitoring
Undertaking references and Disclosure and Barring checks.

Evidence of proactively keeping up to date with employment legislation knowledge & understanding.
Working Knowledge of HR systems, such as Sage HR and Sage Payroll.

/ A
I
R
T
Skills & Abilities /

Ability to maintain confidentiality and gain the confidence of others.
Ability to embed and maintain equality practices
Ability to work as part of a team and individually, to meet targets and deadlines.
Ability to establish effectively working relationships with Head of Services, managers, staff and volunteers
Excellent communication skills include written, verbal and listening.
Excellent organisational skills allowing effective management of tasks
IT literacy and working knowledge of Microsoft Office or equivalent.
Ability to write reports

Ability to influence at Senior Level.
Ability to liaise with staff representatives, union representatives.
Ability to take short-hand

/ A
I
R
Qualifications & Training /

CIPD Level 3 Certificate in Human Resources Practices or equivalent

Attending networking/training sessions to support on- going CPD.
Level 3 Qualification in Working with Survivors of Domestic Violence or equivalent

/ A
I
D
Other Special Requirements /

Able to work unsociable hours on occasions if required to undertake internal Haven activities or external continued professional development activities
Be committed to the aims and objectives of The Haven Wolverhampton in supporting women and any dependent children who are homeless through reasons such as domestic violence.

/ I