Job Description

HR Shared Services Administrator

Responsible to:Recruitment Coordinator/Training Coordinator

Accountable to:Head of HR Operations

Pay Scale:18 - 21

Description of the role

The HRSS Administrator is responsible for:

  • Delivering a high quality and consistent HR service to employees and managers.
  • Providing timely and efficient HR and recruitment administration support to HR colleagues, line managers and external candidates.

He/she will do this by:

  • Providing high quality, consistent HR administration support tomanagers, employees and outside parties, within agreed parameters in order to maximise their efficiency, effectiveness and confidence.
  • Administering HR and recruitment administration activities within agreed procedures, standards and timescales, as defined by the HRSS Service Level Agreements(SLA’s) and Key Performance Indicators (KPI’s).

Specific Responsibilities

1,Transactional HR Administration

1.1To undertake the full range of Human Resources recruitment and administration responsibilities; including the following:

1.2Administering the recruitment process as required by the HR Shared Services Manager including: placing adverts, co-ordinating interviews, producing and sending letters of appointment and contracts; and ensuring pre-employment checks are completed in accordance with service level agreements and KPI’s.

1.3Conducting on-going employment checks in a timely and efficient manner as required by the HR Shared Services Manager.

1.4Payroll administration to include processing starters, leavers, employer and employee driven changes, incremental rises in a timely and efficient manner.

1.5Ensuring employee records, both paper-based and electronic, are up to date and accurate.

1.6To undertake photocopying, letter writing, stationary ordering, data inputting, archiving and providing support to the Human Resources function as required by the HR Shared Services Manager.

1.7Ensure that all employee data is entered into HR.Net information systemin a timely, accurate and consistent manner.

1.8Action workflow requests in a timely and consistent manner.

1.9Monitor adherence by all staff and managers to all HR related policies, standards and processes, highlighting non-conformance to the HR Shared Services Manager or other members of HR.

2.Customer Relations

2.1Deliver a quality and professional service to all customers.

2.2Respond and resolve where possible routine customer service enquiries, issues and complaints; escalating as appropriate to the HR Shared Services Manager.

2.3Escalate requests for HR advice to relevant HR Business Partners and Advisors in a responsive, timely and efficient manner.

2.4To establish a positive rapport with colleagues and customers and to ensure information is communicated clearly and appropriately.

3.General Administration

3.1To treat all information as strictly confidential and to only discuss matters with the relevant persons.

3.2To promote a clear desk policy within the department, maintain accurate filing systems and make recommendations where improvements could be made to promote robust procedures.

3.3To comply with Sense policies and procedures regarding the operation of services and the employment of staff, whilst actively promoting the principles of equal opportunities and working in a manner that maintains a safe, healthy and supportive environment.

3.4To carry out any other duties consistent with the grade of the post.

Person Specification

HR Shared Services Administrator

Education and Training
Essential Criteria / Desirable Criteria
Good standard of literacy and numeracy. / Certificate in Personnel Practice.
Good level of IT literacy, including word processing and mail-merge, and basic knowledge of using spreadsheets. / Recognised word processing qualification of RSA 2 or equivalent with a typing speed of minimum 50 wpm.
Knowledge of safe recruitment processes for people working with vulnerable adults and children.
Achievements and Experience
Essential Criteria / Desirable Criteria
Proven experience of working in a busy, fast-moving administrative team supporting a multi-site environment; ideally gained within an HR function. / Experience of administering a recruitment process.
Experience of handling a high volume of queries. / Shared services experience.
Proven experience of using an HR information system or other complex management information system. / Experience of using and manipulating reports.
Skills & Abilities
Essential Criteria / Desirable Criteria
Excellent customer service skills with the ability to build effective working relationships; using tact and diplomacy when dealing with others. / A commitment to deafblind people and Sense’s vision and values; a willingness to learn how to communicate with deafblind people and identify the barriers to their participation in all aspects of the Sense’s work.
Excellent communication skills, with the ability to keep calm under pressure.
Able to organise and prioritise own work, and be responsible and accountable for quality and accuracy of own work.
Be a team worker who understands and works in accordance with the priorities and objectives of the wider HR function.
Able to demonstrate an understanding of equal opportunities.
Able to maintain confidentiality at all times.