JOB DESCRIPTION

Job Title:HR Assistant (Resourcing)

Department:People & Development

Location:FSHQ

Post Number:

Grade/Role:Scale 4

Special Allowances:None

Responsible to:HR Support Officer

JOB PURPOSE

Provide effective administrative support with day to day resourcing activities for the People and Development function including the maintenance of standard documentation, letters and forms, updating systems and providing support for events.

PRINCIPAL RESPONSIBILITIES

1 / Put together professionally presented recruitment packs for both candidates and managers, to ensure that candidates receive comprehensive information relating to job vacancies and managers receive timely and accurate details on candidate for selection.
2 / Provide support for internal and external recruitment events, from advert to date of commencement ensuring all elements of the process run smoothly and that the experience for the candidate is positive and enhances the image and reputation of CFRS.
3 / Assist in the planning and organisation of youth engagement recruitment and development events including careers fairs, Princes Trust activities, apprenticeship scheme selection and school work experience programmes.
4 / Request and receive references, both written and verbal, (in line with HR recruitment policies), to aid recruitment decisions and avoid delays in filling positions.
5 / Receive and check forms and supporting documents in relation to DBS and other employment checks;enter data from the DBS clearance checks onto HR Pro to ensure we have upto date status on each employee’s personnel file.
6 / Liaise with relevant HR Business Partner in order to issue statements of written particulars to employees within the statutory timescales ensuring details are accurate and have been quality assured.
7 / Issue, collate and record data from exit interviews to ensure HR can report and respond to feedback from employees who are leaving CFRS; and having analysed trends and information feed into Workforce Plans.
8 / Maintain a database ofup- to-date job descriptions for each post, standard letters and forms and standard contracts of employment (Statement of Written Particulars) to ensure managers and the service have the correct documents when recruiting employees; documents which are fit for purpose, comply with employment legislation and enhance the public image of CFRS.
9 / Update the HR system to reflect all staff deployment activity and job changes (permanent or temporary) to ensure that HR records are accurate and current and that management information is readily available.
10 / Provide administrative support and work in conjunction with the Community Safety Team to ensure the appropriate and timely recruitment of volunteers to CFRS.
11 / Work as a team and provide support to other HR colleagues during periods of peak activity within their area e.g. a large restructure.
12 / General administrative duties such as answering telephones, stationary supplies and equipment, monitoring and processing invoices, all in accordance with agreed rules and processes.

Core Responsibilities for Cheshire Fire Service Personnel

Personal Performance

To take responsibility for personal performance (including personal fitness) and the development of personal skills to ensure the required skills, knowledge and competence to fulfil the role.

Personal Accountability

To manage the areas of responsibility attached to the post or commensurate with the role in accordance with the Authority’s Scheme of Delegation.

Core Values and Behaviours

To encourage and promote the values of Cheshire Fire Authority and comply with the required standards of conduct and so promote the Authority within the community by acting with integrity and honesty.

Equality and Diversity

To promote, adhere to and implement the Service’s Equality and Diversity Strategy/Policy and to work consistently to embed equality and diversity within the Service.

Health and Safety

To work in compliance with Service Health and Safety Policy to ensure that hazards are identified and risks assessed and controlled.

To be proactive in managing your personal health, safety and wellbeing and that of your colleagues.

Environment

To promote the Service’s Environment Policy/Strategy by implementing working practices and procedures that ensure a sustainable approach to the use of resources and that resources are disposed of in an efficient and environmentally friendly way.

To work consistently to embed environmental considerations, energy efficiency and compliance with the Environment Management System (EMS) within the Service.

N.B.

Notwithstanding the detail in this job description, in accordance with the Cheshire Fire and Rescue Service’s flexibility policy the job holder will undertake such work as may be determined by the Chief Fire Officer/Line Manager from time to time, up to or at a level consistent with the principal responsibilities of the job and in any location within the Cheshire Fire and Rescue Service.

Document Control / Date of Creation:
Version / Date / Amended by (Initials)

PERSON SPECIFICATION

Job Title: HR ASSISTANT (RESOURCING)

Criteria / Essential / Desirable
QUALIFICATIONS / Numerate and literate sufficient to meet the demands of the post / HR Qualification
EXPERIENCE / Experience of working in an HR team
Experience of monitoring and maintaining systems and records supporting HR functions and assisting in analysing trends within that information
Experience of contributing to in-house processes to facilitate the smooth administration of the HR functions
Experience of responding independently to unexpected problems
Experience of using computerised packages such as Word, Excel and Powerpoint in order to work effectively and deliver the objectives of the post
Experience of coordinating large events such as career fairs
Experience of supporting the recruitment process particularly references and employment checks such as DBS
Experience of advising on and enforcing terms and conditions of employment
Experience of generating reports on resourcing related issues / Experience of working in the public sector specifically the Fire and Rescue service
Experience of minute / note taking in a formal setting
Experience of financial procedures, invoicing and monitoring budgets
Experience of HR and payroll systems in a large organisation
SKILLS & ABILITIES / Ability to prioritise and achieve deadlines
Methodical approach to tasks with attention to detail
Ability to apply effective communication and interpersonal skills to interact with a variety of audiences
Ability to build effective working relationships and work with and through others to achieve results
Ability to solve problems and escalate when necessary
Ability to fact find, analyse, interpret the information, draw conclusions and make recommendations from findings
KNOWLEDGE / Knowledge and understanding in key areas of employment legislation and best practice relating to employee resourcing such as: references, DBS, Contracts of Employment, Equality Act 2010 / Knowledge of the Fire Services’ terms and conditions e.g. Grey, Green, Gold and White Books
An understanding of Fire and Rescue Services and the key challenges the service will face in the near future
Knowledge of payroll and pension regulations, PAYE, NI, tax etc.
WORKING CONDITIONS / Prepared to represent CFRS and its core values and beliefs at all times
Occasional evening and weekend work