The Role of HR Administrator Has Three Key Purposes

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Job Description

/ March 2015
Role: HR Administrator / Business Function: People & Organisational Development
Reports to: HR Adviser (Remuneration) / Pay Band/Starting Salary: Band D, £21,750
Location: Hermiston Quay, 5 Cultins Road, Edinburgh, EH11 4DF / Type of Contract: Permanent, full-time (40hrs)

The National Trust for Scotland is Scotland’s leading conservation charity and one of the heritage sector’s largest employers (1200 employees + 3000 volunteers). In the People & Organisational Development function we’re passionate about helping the organisation grow and develop through its people. We’re customer-focussed, influencing strategy, giving technical advice and guidance, and delivering key transactional activities (such as processing pay, delivering learning programmes, on-boarding employees and volunteers). In all our interactions we aspire to demonstrate the Trust’s values in everything we do, leading by example, and constantly living our vision: Supporting People; Supporting the Trust.

KEY PURPOSES:

The role of HR Administrator has three key purposes:

1.  To deliver the administration of key Remuneration activities (payroll process and payroll-related case-work, employee benefits administration and renewals, pensions work, job evaluation case-work etc);

2.  To deliver the administration of key employee resourcing activities (advertising, applicant tracking, contractual paperwork, fixed-term contract management etc);

3.  To provide general administrative support to the wider function on an ad hoc basis.

KEY RESPONSIBILITIES:

The Key Purposes of the job will be met by undertaking activities such as (but not limited to):

1.  Managing processes and data related to Remuneration activities:

a.  Payroll, pension and optional benefits changes;

b.  Collating and processing data for Monthly payroll (circa 530 employees) – including changes to HR system;

c.  Administrative tasks linked to fortnightly and monthly pension payments - including the production and distribution of letters, updating records, monitoring payment deadlines, reconciling pension payments and uploading contribution and enrolment schedules to our pension providers;

d.  Liaising with pension and benefit providers and advisers;

e.  Processing changes to optional benefits (e.g. childcare vouchers);

f.  Maintaining Death-in-Service “expression of wish” records;

g.  Processing Permanent Health Insurance payments and maintaining records;

h.  Maintaining records of Job Evaluation scores;

i.  As required (e.g. in the absence of the HR Adviser – Remuneration), undertake a full (unsupervised) pay-run and reconciliation for monthly-paid employees.

2.  Effecting processes and data related to Employee Resourcing activities:

a.  Processing/placing job adverts – including on Trust web-site;

b.  Liaising with recruitment agencies;

c.  Processing and tracking applicants;

d.  Making interview arrangements;

e.  Processing interview rejections;

f.  Seeking references;

g.  Issuing/inputting contractual paperwork;

h.  Inputting/changing data in HR system;

i.  Handling interview/relocation expenses;

j.  Processing and monitoring fixed-term contracts and contractual changes.

3.  Undertaking general administrative tasks to give flexible support across the People Support section and wider HR function (such as correspondence, filing, copying, diary management, making practical arrangements for meetings, taking/distributing meeting notes or actions, collating data).

4.  Advising line managers on simple HR procedural matters and/or re-directing them to the appropriate materials (e.g. “A-Z” staff handbook, policies, guidance notes) or HR Adviser.

5.  Being an active contributor and user to the HR system such that its data is up-to-date and reliable, management information can be extracted, and that its use supports overall efficiency of the HR services provided;

SCOPE OF THE ROLE:

Technical:

s  Much of the time will be spent inputting and manipulating data to produce operational and management information therefore absolute comfort working with Excel and HR Systems is essential;

s  Will require good operational HR understanding and be comfortable giving simple HR support based on extant policies and procedures;

People Management:

s  No line reports;

s  Will have daily, frequent interaction with immediate HR colleagues and wider HR team on professional matters – but in particular with colleagues in the Payroll department (within the Finance division);

s  Will interact frequently with other colleagues as clients/customers, external job applicants, and providers of goods/services (e.g. pension provider, health and death-in-service insurers etc);

s  Will be party to highly-sensitive information (e.g. corporate/strategic direction, personal data, financial data) so will be expected to maintain confidentiality and discretion at all times.

Financial Management:

s  Not a budget holder;

s  Will play a key role in ensuring financial probity of the organisation where this relates to pay matters;

s  Will process financial transactions (e.g. purchase ordering, invoicing) on a regular basis using an IT-based finance package.

The current duties of this job do not require the post holder to become a member of the Protection of Vulnerable Groups (PVG) scheme, which replaces the ‘Enhanced Disclosure’ check and is administered by Disclosure Scotland.

QUALIFICATIONS, SKILLS, EXPERIENCE, KNOWLEDGE:

Essential:

1.  Solid experience processing and reconciling pay, pension, and benefits within an HR context – including effecting full pay-runs independently;

2.  Solid experience supporting employee resourcing;

3.  Solid experience working in a multi-tasking office, supporting a number of colleagues, and providing service to a diverse range of internal and external clients/customers;

4.  Ability to monitor deadlines and manage and prioritise own workload

5.  Highly numerate and excellent level of spoken/written English;

6.  A methodical approach with an eye for detail and accuracy;

7.  Excellent IT skills across MS Office packages (Word, Excel, Access, PowerPoint, Outlook) to at least intermediate level, and the ability to quickly learn and use other packages (e.g. finance system, HR system);

8.  A flexible attitude with an ability to prioritise and re-prioritise workload in the face of changing demands;

9.  An empathy with people and their varying needs, but a resolve to ensure that policy/procedure is applied appropriately and consistently;

10.  The ability to maintain absolute confidentiality;

Desirable:

1.  A recognised entry-level qualification in HR/Payroll (such as a CPP);

2.  entry level membership of the CIPD;

3.  knowledge of the NEST pension scheme;

4.  knowledge of the Hay method of Job Evaluation

5.  an empathy with the work of the National Trust for Scotland.

The Key Responsibilities, Scope of Job, and Qualifications, Skills, Experience & Knowledge reflect the requirements of the job at the time of issue. The Trust reserves the right to amend these with appropriate consultation and/or request the post-holder to undertake any activities that it believes to be reasonable within the broad scope of the job or his/her general abilities.

Applications

Interested applicants should contact Katie Drummond on either 0845-6526516 or by email to in the first instance. The closing date will be 13 April 2015. Interviews are likely to be held at Hermiston Quay, Edinburgh during late April 2015.

People & Organisational Development staff structure as at March 2015: