Job Description – HR & Training Administrator2017

Job Description

HR & Training Administrator

Responsible to:HR Manager

FunctionalPay Clerk, Receptionist, members of the Finance Team;

Relationships:members of the Leadership Team; all managers and staff; professional relationships with trainers, recruitment media etc.

Location:Based in Clive with some work from the Poraiti office; the role will include travel between Hohepa sites at times

SCOPE OF RESPONSIBILITIES

The Hohepa community operates on a 24 hour / 7 days a week basis to support people (children and adults) with intellectual disabilities. The work is based on Anthroposophical Principles, Social Therapy and Curative Education (Dr. Rudolf Steiner). Hohepa Hawke’s Bay employs over 400 staff and is currently undergoing a period of significant organisation development. The focus is on building a healthy organisation that delivers a consistently high quality service focused on the needs and aspirations of the people we support – working towards our vision of ‘every life fully lived’.

The overall aim of the HR and Payroll team in Clive is to create an environment in which all Hohepa Hawke’s Bay employees and volunteers are supported to give of their best. The team provides payroll and HR services, in line with legislation, contractual requirements, agreed best practice and Hohepa policies and procedures. The remit includes HR systems, employee records, liaison with the trade union, training coordination and records, recruitment and selection processes, and payroll. Members of the HR team have access to sensitive and confidential information and so a commitment to respecting confidentiality and privacy is of paramount importance.

PRIMARY OBJECTIVES OF THE POSITION

  • To contribute to Hohepa Hawke’s Bay’s mission by providing a professional and supportive HR and payroll service; this will include a focus on paying people accurately and on time, interpreting legislation and employment agreements,giving constructive advice, effective administration and communication.
  • To play a full role as part of the HR, Payroll and wider Administrative teams, demonstrating integrity, professionalism and respect.
  • To respect confidentiality and the security of personal staff information and commercially sensitive information.

KEY RESULT AREAS

Recruitment, Training & Development and Employee Relations Administration
Key Accountabilities / Key Performance Indicators
  • Manage recruitment advertising:
  • Post, monitor and manage ads
  • Prepare application packs and respond to enquirers
  • Log applications
  • Communicate with applicants (including updates on process, information on outcome)
  • Liaise with managers about progress
  • Store then dispose of recruitment records and paperwork
  • Prepare and send out offer of employment packs, monitor returned paperwork.
  • Prepare materials for Induction.
  • Manage staff ID photos; make ID cards (new and replacements), provide photos for houses and work areas as necessary.
  • Monitor staff appraisals:
  • Issue reminders
  • Receive, copy, distribute and file appraisal records
  • Collate and keep records of identified training needs
  • Record appraisal information on database
  • Provide reports for HR Manager on appraisals
  • Administer the annual training plan:
  • Track training needs
  • Arrange training; book trainers and rooms, send joining instructions, receive responses / follow up where no response
  • Keep training record for each individual
  • Provide regular summary reports of training delivered, against training plan
  • Provide individual training records for managers on request
  • Manage the in-house Careerforce Level 2 and 3 programmes, including arranging sessions, liaising with trainers and assessors, providing training materials, recording achievements through the Careerforce ‘portal’, entering results into database, notifying manager of successful completions.
  • Produce training materials andsigning sheets, and any other administrative support for trainers.
  • Keep records of employment relations matters (disciplinary, performance improvement, employment disputes etc); track progress, file paperwork.
  • Ensure exit Interview questionnaire and invitation is sent to each leaver on receipt of resignation; carry out exit interviews; record and summarise responses to questionnaires and provide summary reports as required.
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  • Adverts are posted in line with required timescales, and taken down when the closing date has passed
  • Printed and posted adverts are accurate and reflect Hohepa house style requirements
  • Applicants are kept informed of the progress of their applications and treated courteously; positive feedback from applicants
  • Database records are accurate
  • Copies returned to staff and managers to agreed timescales
  • Reminders sent to managers
  • Reports meet requirements
  • Training needs are accurately recorded in the database
  • Training set up to meet identified needs
  • Bookings (of trainers and rooms) are efficient
  • Joining instructions accurate and timely
  • Reports meet requirements
  • Information on Careerforce portal is timely and accurate
  • Positive feedback from trainers and trainees
  • Tracker is accurate and kept up to date
  • All information filed and stored confidentially
  • Questionnaire sent to every leaver
  • Responses summarised in required format

Payroll
Key Accountabilities / Key Performance Indicators
Pay processing:
  • Assist, support and provide back-up for the Pay Clerk with the management and processing of Hohepa’s fortnightly payroll, to ensure that staff and volunteers are paid accurately, in accordance with agreements; the payroll database is maintained and updated; payroll information is provided for managers; pay queries are responded to.
“TimeFiler” electronic timesheet system:
  • Responsible with the Pay Clerk for maintaining the TimeFiler system; this includes setting up rosters and ‘role over-rides’ for individuals; providing training and advice for individual users and managers; producing reports; responding to queries; resolving issues.
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  • Payroll processing and checking is carried out accurately and to agreed timetables
  • Database records are accurate
  • Pay queries are responded to promptly; enquirers are treated courteously; positive feedback received
  • Advice provided is relevant, constructive and timely
  • TimeFiler is maintained accurately
  • Users are given support
  • Assistance is made available and issues are resolved

HR Administration
Key Accountabilities / Key Performance Indicators
  • Manage the HR database; keep information up to date, send reminders to managers/individuals as applicable.
  • Note that we are in the process of setting up a new database – lots of detailed work will be needed…
  • Manage personal files: set up files; ensure all necessary information is received; store paperwork so that it can be retrieved; archive and dispose of information in line with policy.
  • Manage the police vetting process: ensure consent forms are completed, apply for checks, record outcomes.
  • Ensure that every employee and volunteer have the right to work in New Zealand; keep records to demonstrate right to work; make sure that no-one continues to work once a visa expires.
  • Monitor staff taking parental leave; track return to work intentions, manage correspondence.
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  • The database contains accurate information
  • Files contain all necessary information, in order
  • A police vetting report has been taken up on every staff member/volunteer, within the last 2 years
  • Electronic records of ‘no result’ checks and records of positive checks are stored, confidentially, in line with vetting service requirements
  • The policy in the HR Manual is followed
  • All visa records are up to date; evidence of action where visa is nearing expiry
  • Evidence of letters sent to employees on parental leave

General HR duties and responsibilities
Key Accountabilities / Key Performance Indicators
  • As a member of the HR team, ensure that all personal information remains strictly confidential and is disclosed only to people with a legitimate right to access the information; act at all times within privacy legislation and Hohepa policies.
  • Produce reports, statistics and other information in response to ad hoc queries.
  • Contribute ideas about development of systems and processes to achieve efficiency and robustness.
  • Reflect on own performance; identify learning needs and take proactive steps to develop skills and learn new ways to work effectively.
  • Check data entry work carried out by other members of the team as required.
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  • Ensures that the confidentiality and integrity of information and documents is maintained
  • Readily conveys ideas and helps to develop solutions with manager and other members of the team; keep management informed of any issues or concerns in a timely manner
  • Considers ways of developing and enhancing systems including using available technology to maximise the efficiency of processes
  • Regularly liaises with other users and customers to develop improved and more streamlined processes
  • Evidence of reflecting on own performance and taking advantage of learning and development opportunities in order to improve performance
  • Demonstrates initiative and completes tasks without relying on direction
  • Maintains a positive and ‘can do’ attitude
  • Is completely reliable and carries out self monitoring in regard to balancing required hours of work

Administrative support
Key Accountabilities / Key Performance Indicators
  • Relief Receptionist / telephonist when required; this will include cover during holiday and other leave (up to half a day on Reception each day), plus cover during tea and lunch breaks.
  • Any other administrative duties as requested by the HR Manager.
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  • Willingness to provide cover; evidence of regular duties on Reception
  • When required to act as relief Receptionist this is undertaken in a helpful, courteous manner which shows respect for the needs of all residents, visitors and staff
  • Willingness to cover other admin tasks

PERSON SPECIFICATION

HIGHLY DESIRABLE / ESSENTIAL
PROFESSIONAL QUALIFICATIONS / A qualification in a relevant subject, eg Business Administration, Human Resources.
KNOWLEDGE / Good knowledge of legislation and best practice gained through work in a HR team.
Working knowledge of payroll software and applicable legislation (including the Holidays Act). / Knowledge of relevant legislation and best practice in relation to Human Resources administration work.
Some knowledge of payroll and payroll-related requirements.
EXPERIENCE / Work experience in a HR role, including payroll, recruitment, training, employment agreements, personal files, using HR database etc. / Experience of business administration and work in an office environment, including dealing with callers (in person and on phone), writing business letters/emails etc.
CONFIDENTIALITY / Can maintain confidentiality at all times; does not engage in gossip or reveal any personal or business information to anyone who does not need to know.
PLANNING AND ORGANISING / Has problem solving skills; able to think about problems and possible solutions and open to suggestions from others for new ways of doing at things.
Is able to handle multiple tasks and projects concurrently.
Possesses the ability to “think outside the box”. / Able to plan and systematically implement processes; make daily priorities in line with business needs; prepare in advance; consistently follow through to ensure tasks are completed; and take ownership of tasks and remain accountable.
Attention to detail; high levels of accuracy in data entry and provision of information.
CONTINUOUS IMPROVEMENT / Ability to understand business processes across the wider organisation; and to work with managers to implement change to increase efficiency. / Ability and willingness to monitor and review efficiency of business processes in own area, identify problems and propose workable solutions.
COMMUNICATION / Understands the principles of good two-way communication, and able to put these into effect. / Written; can write reports/letters/ emails, use house styles and conventions, summarise information, take accurate notes.
Verbal; good on the telephone and in person.
Able to establish and maintain rapport with Hohepa service users, staff and external stakeholders.
HIGHLY DESIRABLE / ESSENTIAL
IT SKILLS / Advanced skills in word processing, spreadsheets, databases.
Ability to set up and customise reports from a database. / Intermediate/Advanced skills in:
  • MS Word; formatting, contents tables, mail merge, inserting graphics and pictures, templates
  • Excel; freeze panes, conditional formatting, using formulae, producing basic graphs and charts, page and print layout
  • Powerpoint; using templates, formatting
  • Outlook; diary management, mail formatting, signatures, out of office messages
  • Databases; able to use various products and pick up in-house databases, produce reports, access information
Able to use binding, printing, photocopying and other equipment necessary to perform the role.
PERSONAL QUALITIES / Able to make a contribution to the organisation through own ideas and activities. / Proactive, self-motivated with a “can do” attitude.
Demonstrates personal qualities of integrity, trustworthiness and the ability to reflect on own behaviours, performance and motivation.
Is a good team player: adaptable and receptive to new ideas; accepts constructive criticism where necessary; is willing and able to adjust to changing demands and circumstances.
Ability to remain calm, objective and in control in stressful situations, and maintain stable performance under pressure.
Is results focused, able to meet deadlines and targets.
ANTHROPOSOPHY
(Rudolf Steiner Principles & Teachings) / Willingness to support and engage with the community life of Hohepa, including participation in Festivals and Community events. / Willing to work within the principles and practices of anthroposophy as they apply to work in the HR team; this includes respect for the uniqueness of each individual.

Note: as Hohepa is in a period of organisational development, the accountabilities of this role may expand or change over time. All Hohepa job descriptions are subject to review and change.

General Conditions of Employment

This is a salaried position; you will be required to use the electronic timesheet system to apply for leave and confirm the hours worked. Payment is made fortnightly, by direct credit to a bank account.

If you are offered the position (and have not previously worked for Hohepa) your appointment will be subject to a 90-day Trial Period to assess and confirm your suitability for the position. During the trial period employment may be terminated with one week’s notice. You may not bring a personal grievance or other legal proceedings in respect of a dismissal made due to you being assessed as unsuitable for employment during the trial period. A Performance Review will take place at the end of the trial period. (Performance Reviews will be an ongoing integral part of your employment).

Any offer of employment will be subject to a satisfactory Police Clearance. Hohepa takes up a police vetting report on all employees at the start of employment and then every two years. If you have convictions this does not mean we will not employ you; we would discuss the circumstances with you. It is important that you answer questions about convictions on the application form honestly; all information will be treated in confidence.

You must have the right to work in New Zealand, and will be asked to provide documentary proof (eg through a birth certificate or passport) if an offer of employment is made.

Smoking, Drugs and Alcohol:

Hohepa is a fully non-smoking environment, and if you accept employment with us you guarantee that you will not smoke (even during break times) during work hours.

All Hohepa roles are considered to be safety sensitive. You must agree to attend work free of any adverse effects of alcohol or drugs (including illegal drugs and similar substances); the way this is assessed is that a drug test would be negative. If employed you will need to pass a pre-employment drug test and be subject to random testing so will be required to consent to testing.

Hours of work:

Hohepa Hawke’s Bay is a 24-hour 365 days per year operation; the Clive admin office operates standard business hours, Monday – Friday; hours of work will normally be around 8 hours per day with an unpaid lunch break (eg 8.30 – 5.00) although some flexibility will be available and expected; ‘unsocial’ hours will not normally be expected in this role.

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