HR ADMINISTRATOR

JOB DESCRIPTION

Responsible To:HR Advisor

Secondary Reporting Line:Head of Corporate Services (HoCS)

Purpose of the Post:

To work as part of ourGlobal HR function to ensure that all administrative and transactional support is provided to the highest standard in order to meet operational needs of Muslim Aid.

The HR Administrator is responsible for maintaining, inputting and updating data in ourHR database. The HR Administratorresponds to enquiries from Field offices, HQ and the public (via our service desk).There is also the opportunity to lead on, assist and help implement specific HR projects.

Main Responsibilities

  1. HR Database(Field Office Country Director (CD)/Country Co-ordinator(CC),Country Representative,Senior Management Team (SMT),Consultants engaged by HQ, HR and/or Finance)
  • Manage and maintain accurate personnel files and other employee information.
  • Ensure our HR internal systems and files are kept up-to-date and in line with Data Protection Legislation.
  • Develop, maintain and improve HR processes that provide employees with a positive experience throughout the employee life cycle.
  • Update employee records including new starters, leavers, absence and contract extensions.
  • To update and maintain HR spreadsheetsensuring all starters and leavers are processed appropriately, sending acknowledgment letters and exit questionnaires as well as archiving leaver files.
  • Assist and respond to HR queries in apolite, constructive and timely manner.
  • Ensure accuracy of HR Information System data through regular data cleansing activities.
  • Monitor and maintain both electronic and manual personnel files ensuring that all employee information is collected, recorded and filed as per the Data Protection Act.
  • Undertake the annual Declaration of Interest exercise to ensure overseas staffs areadhering to our declaration policy.
  1. HR Reports
  • Collate data from various sources, including the HR database and salary providers to produce regular reports on headcount, turnover, staff appraisals etc.
  • Assist with salary benchmarking requests.
  • Carry out research, gather data and produce statistical reports.
  • Submit employee data reports by assembling, preparing and analysing data e.g. CD attendance reports, Field Office monthly recruitment reports, monthly payroll and event log sheet, quarterly complaints log sheet,etc.
  • Collate information for the Executive Committee, Annual General Meeting, Trustees and management reports.
  • Ensure all Field Offices maintain up-to-date Declaration of Interest spreadsheets for all their staff and share them with HQ on a yearly basis and or as when required.
  1. Recruitment Administration
  • Support recruitment administration for CDs, SMT and key technical postsincluding interview logistics, co-ordinating assessments and producing recruitment reports.
  • Co-ordinate the issuing of CD employment offer paperwork, preparation of staff employment contracts and liaising with successful candidates prior to their start date.
  • Ensure pre-employment checks are completed e.g. reference requests, DBS and credit checks.
  1. HR Administration
  • Complete all on-boarding requirements for new starters including health screening and insurance cover.
  • Carry out and completeall leaver administration, holiday reconciliation, leaver letters and exit interviews.
  • Prepare anyletters as required by HoCS.
  • Prepare consultancy contracts and maintain consultant records.
  • Maintain the Field Office organisation chart.
  • Note take, produce and circulate the record of management meetings.
  1. Induction and Probation
  • Co-ordinate the Field Office induction processes for CDs and HR.
  • Monitor probation and contract end dates and informHoCS.
  1. Payroll and Benefits Administration
  • Prepare CD/Country Representativesmonthly payroll and benefitssubmissions to Finance Department.
  • Review and administer Field Officemonthly payroll logs.
  • Bring payroll anomalies to the attention of HoCS and Senior Programme Finance Officers.
  • Prepare CD quarterly salary/benefits reimbursement to Field Office.
  1. Procedures
  • Assist and guideField Office HR admin functions to understand and implement HQ policies and procedures.
  • Ensure all records are maintained and stored appropriately in line with MA document management and IT policies.
  • Comply with all policies, procedures, legal and regulatory requirements.
  • Any other duties commensurate with the accountabilities of the post.
  1. Complaints Log Register for HQ
  • Monitor, maintain and acknowledge complaints received via HQ Feedback email account.
  • Keep the complainant up-to-date on the progress of their complaint.
  • Maintain the Complaints Log Register ensuring that all complaints received via email and telephone are recorded together with their progress and resolution.

HR ADMINISTRATOR

PERSON SPECIFICATION

E = EssentialD = Desirable

Qualification

a)Educated to A level standard. (E)

b)CIPD Level 3 Certificate or Diploma in Human Resource Practice. (D)

Experience

c)Proven experience in an administrative role (E) ideally within a HR department. (D)

d)Proven experience using office filing systems. (E)

e)Use of a HR information system or database. (D)

f)Previous work in an international context. (D)

Skills

g)A keen eye andattention todetail.(E)

h)Data entry skills. (E)

i)Administrative skills.(E)

j)Record keeping. (E)

k)Proficient in Microsoft Office.(E)

l)Organisational skills.(E)

m)Good communication and interpersonal skills.(E)

n)High level of numeracy skills.(E)

Knowledge

o)Anunderstanding of the importance of confidentiality. (E)

p)An understanding of the Data Protection Act. (E)

q)An understanding of HR policies and processes. (D)

Ability

r)Ability to work in a methodical manner. (E)

s)Ability to follow instructions and meet deadlines. (E)

t)Ability to work independently and as part of a team. (E)

u)Ability to work under pressure. (E)

v)Ability to conduct research and produce reports. (E)

Commitment

w)Commitment to Muslim Aid’s mission, visions and values. (E)

x)Commitment to Muslim Aid’s ethos. (E)

y)Commitment to equality of opportunity and diversity. (E)

z)Hard working and self motivated. (E)

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