Responsible To:Director of Human Resources

JOB DESCRIPTION

HUMAN RESOURCES COORDINATOR

Job Description

Responsible to:Director of Human Resources

The Human Resources Coordinator will assist the Director of HR in a range of activities such as employee relations, recruitment, payroll, pensions, data protection, safeguarding, conditions of employment, disciplinary and grievance and performance management. This is a highly professional, busy and committed team which provides a first class and effective Human Resources service to both College management and staff offering up to date and accurate advice on a whole range of HR and employment issues and procedures.

Main Responsibilities

Advice and Guidance

1. In liaison with the Director of HR dealing with employee relation issues as they arise.
2. Assist the Director of HR with relaying guidance and advice to all employees on their employment with the college.
3. Under the guidance of the Director of HR assist in the effective management of case work including capability, long term absence, disciplinary and grievances.
4. Responsibility for the maintenance and upkeep of records held on theBexhill College HR and Cintra Payroll systems.
5. Attending meetings on employment issues, including investigating disciplinary, grievance or capability issues as directed by the Director of Human Resources and ensuring all processes are effectively managed in line with College policy and legislation.
6. To organise HR meetings, organising packs for the panel and to take accurate minutes.
7. To assist the Director of HR in planning staff training in all areas of Human Resources and to deliver staff training as required.
8. Leading on inductions for all new staff both at start of term and mid term joiners.

Payroll and Pensions

Assisting the Director of Human Resources by:

1. Dealing with staff payroll and pension queries and liaising with Cintra, HMRC, Local Government Pension Scheme and Teachers Pensions as required.
2. Ensuring all relevant payroll and pension information, is entered accurately on the Cintra Payroll system by the designated date each month.
3. Processing of all staff remuneration and staff claim forms to include checking calculations, entering rates of pay, calculating amount of claim and entering information on the Cintra Payroll system.
4. Ensure staff remuneration claim forms have been appropriately authorised by the relevant persons.
5. Entering all changes and deductions of staff pay, employment status, maternity, paternity, pension information and other amendments as required on the Cintra Payroll system by the designated date each month.
6. Preparing and processing all new starter information and leavers on the Cintrapayroll system by the designated date each month.
7. Once the payroll for the month is complete, check changes are correct then perform a payment run and create files and reports as part of the RTI procedure. Ensuring that at each stage the reports reconcile with the payment summary.
8. Keep evidence that payroll has been run and payslips produced by printing off the reports and evidence. These need to be kept and filed on a monthly basis for evidence and auditing purposes.
9. Ensuring that as part of the RTI processing you submit an Employer Payment Summary (EPS) to HMRC using Cintra Payroll’s Third Party Payments system at the end of the month and before the 19th of the following month.
10. When received ensure the distribution of payslips once this process is complete.
11. Preparing cheque requests on a monthly basis for the relevant agency payments for authorisation.
12. Administration of the Computershare Childcare Vouchers when required.
13. Administration of the Teachers and Local Government Pension schemes.
14. Dealing with staff pension queries and liaise with the pension companies.
15. Completion of the Teachers’ Pension annual return ensuring all information is accurately recorded.
16. Dealing with supplementary payroll as and when required in accordance with the above procedures.
17. Preparing monthly journals and posting into computerised accounts system.
18. Preparation of year-end returns to the relevant agencies.
19. Completing monthly returns for the National Statistics Office as required.
20. Responding quickly and accurately to forms or requests from job seekers or tax office.
21. Ensuring supplies of payroll and pension forms are available for all staff.
22. Writing letters to employees concerning salary queries/over-payments/ underpayments.
23. Ensuring that the payroll filing system is kept up to date on a monthly basis, ensuring copy payslips, claims forms etc are filed.
24. Compiling payroll memo every month and in collaboration with the Director of HR and the Finance Director to reconcile with the monthly College payroll budget.

Recruitment

1. Assist the Director of HR on the organisation of recruitment and appointment of all staff, ensuring quality standards and employment law is adhered to at all times e.g. equal opportunities.
2. Assist the Director of HR in drafting adverts, Job Descriptions, Person Specifications and any assessment tests.
3. Oversee the application form and shortlisting process. Check applications prior to shortlisting for declarations and convictions, equality issues and ensure the shortlisting criteria is complete.
4. Oversee the effective organisation of the interview process, including briefing, tours, micro-teach, room booking for the smooth operation of the interview day.
5. Ensuring all pre-employment checks are carried out – DBS, health, references, qualifications.
6. Assist the Director of HR in drafting offers of employment and contracts of employment.

Safeguarding/Data Protection

1. Ensuring DBS’are processed and Barred List checks are completed for staff prior to starting employment.
2. In collaboration with the Director of HR ensure the Single Central Record is updated on a daily basis.
3. To ensure new staff have signed up to the DBS Update Service on time and that regular checks are made.
4. Keeping up to date with DBS news and safeguarding issues and advising in particular on these issues in relation to staff.
5. To assist the Director of HR in the implementation of Data Protection across the College.

Other

1. Working effectively with the Human Resources team and other teams, internal and external, to contribute to the team’s objectives and to ensure the College offers an outstanding HR service to students, staff and to the general public.
2. Participate fully in appropriate professional development and HR team meetings to meet the needs of the team and the College.
3. Promote good conduct of staff by leading by example.
4. Delegate tasks to the HR Assistant ensuring the post holder is fully communicated with whilst you maintainresponsibility.
5. Monitor and oversee triggers on the HR database highlighting absence and probationary issues to the Director of HR.
6. To ensure that salary surveys are completed on time for Sixth Form Colleges, AoC , Inland Revenue or any other relevant organisations.
7. To provide regular reports on headcount, absence, equality and diversity as required.

General

1. To share with colleagues the maintenance of good order and discipline across the College and be responsible for the health and safety of students in your care. This latter point applying to students both on and off the College premises when engaged in authorised College activities.
2. In carrying out the duties above, the post-holder will show an awareness of, and compliance with, all college policies and procedures, but particularly those relating to Health & Safety and Equal Opportunities.
3. Following college policies and procedures especially those relating to child protection and health and safety.
4. Undertaking Staff Development and training as required to fulfil these roles.
5. Undertaking other reasonable tasks in these areas as requested by the Principal, Vice Principals or designated deputy.
6. Any other duties as may be reasonably required by the Principal from time to time.

PERSON Specification for Human Resources Coordinator

Essential

Professional attributes

• Should have a minimum of 3 years of HR generalist experience.
• Educated to degree level, equivalent.
• GCSE English and Mathematics at Grade C or above, or equivalent.
• CIPD qualified with a Diploma in Human Resources Management, or equivalent.
• Experience in managing Payroll and updating Access databases in HR and Payroll.
• Excellent knowledge and understanding of the following key aspects of the role:
• Employment law.
• Case management including capability, disciplinary and grievances.
• Principles of good Human Resource Practice and Management.
• Use of Management Information systems.

Personal Attributes

• Enthusiasm, commitment and the willingness to develop higher level of skills and knowledge in the field of Human Resources and Employment Law with the desire to progress within HR and improve individual and team performance.
• Highly developed organisational skills capable of managing multiple priorities effectively to meet deadlines.
• A strong commitment to the HR team with the instinct to be proactive, collaborative and supportive to the HR team, ensuring a first class service is provided to the College management and staff.
• Ability to maintain a high level of confidentiality.
• Excellent interpersonal and customer service skills.
• Strong communication skills, with the ability to communicate clearly and courteously at all levels both written and verbal.
• Ability to develop positive working relationships with staff, Senior Leadership Team, Trade Unions and Governors.
• Ability to work accurately and effectively under pressure.
• Excellent working knowledge of Microsoft Outlook, Word, Excel and Access databases.
• Ability to work flexibly to meet changing needs.
• The ability to adapt to change in a fast moving environment and experience in managing change effectively.

Desirable

• Awareness and understanding of policy issues which impact on the post-sixteen sector.

This job description can be amended and updated on a regular basis by management

April 2014