All criteria are Essential unless indicated otherwise

Reports to: Senior HR & Payroll Officer

Responsible for: N/A

Overall Job Purpose

To provide administrative support ensuring a high quality customer focused service to Barcud’s Group HR function. The HR Administrator proactively manages all HR queries across all communication channels and works with managers where necessary on escalations.

Key Responsibilities – General Administration

Post & Reception Duties

• Be the first point of contact for telephone, post, e-mail and in-person enquiries from employees and external organisations.
• Opening, logging and distributing post.
• Receiving deliveries and informing the relevant officer to collect, or organising delivery to the relevant office.
• Carry out regular stock taking to ensure sufficient stationery, uniform and refreshments.

General HR and Payroll Administration

• Assist with answering general employee queries regarding HR policies, procedures, company benefits, leave and terms and conditions.
• Monitor HR, Recruitment and Absence email inboxes and telephone absence line and inform managers accordingly.
• Record sickness absence and leave requests in iTrent.
• Attend and service meetings including hearings and investigations.
• Prepare agendas, take minutes and circulate papers for internal meetings.
• Maintain confidential records and ensure secure storage in line with audit and legislative requirements.
• Support the co-ordination of bi-monthly HR updates to Leadership and Board.
• Administer HR processes including DBS checks and references.
• Handle administrative duties relating to reporting and record keeping.
• Provide administrative support to monthly payroll processes.
• Upload HR invoices and generate Purchase Order numbers using Civica.
• Undertake miscellaneous duties such as photocopying, filing and project support.
• Manage HR communications and escalate issues where appropriate.
• Update Employee Review and Probation spreadsheets and notify managers of upcoming reviews.
• Prepare sickness reports and ensure Return to Work forms are recorded correctly on iTrent.

Training

• Assist the Training section as required, including booking venues and liaising with providers.
• Co-ordinate, record and update training records on individual personnel files and spreadsheets.
• Maintain training databases including new starters and leavers, and produce reports.
• Co-ordinate learning outcomes from exit interviews.

Recruitment

• Co-ordinate the recruitment process for the Barcud Group.
• Ensure vacancies are approved by Senior Management.
• Prepare job advertisements for internal and external publication.
• Set closing and interview dates based on panel availability.
• Book interview panels and rooms through Outlook.
• Ensure Job Descriptions and Person Specifications are up to date and prepare Matrix forms.
• Monitor recruitment inbox and file applications appropriately.
• Forward applications and scoring matrices to interview panels.
• Organise interviews and send invitations to successful candidates.
• Inform unsuccessful candidates.
• Monitor advertisement placement effectiveness.
• Prepare interview packs for recruiting managers.
• Liaise with managers to prepare interview questions.
• Request references and liaise with HR Officers.
• Ensure information is transferred to the successful candidate’s file.
• Support the onboarding process.

HR and Payroll Management Systems

• Provide administrative support to HR projects and process improvements.
• Manage HR systems and produce database reports.
• Support and update HR systems, strategies and processes.
• Keep Employee Self Service systems updated with policies and information.
• Support employees with Employee Self Service queries.

Occupational Health

• Liaise with Occupational Health providers to ensure health checks are current.
• Co-ordinate appointments with the OH Nurse.
• Manage certificates and documentation and refer to appropriate managers.
• Ensure HR Team is informed of OH recommendations.

Lone Workers

• Ensure all lone workers complete registration forms.
• Register lone workers with the external provider.
• Train employees and managers on lone working systems.
• Maintain and update the lone worker register.

People

• Promote a high-performance culture and continuous improvement.
• Communicate Group priorities, vision and objectives.

Corporate

• Develop and manage effective internal and external partnerships.
• Promote health and wellbeing initiatives.
• Provide excellent customer service.
• Work in line with equality, diversity and inclusion policies.
• Ensure compliance with legal and regulatory requirements.
• Promote effective communication and continuous improvement.
• Carry out other reasonable duties as required.

This job description is not intended to be exhaustive and may be reviewed and revised in response to changing organisational, legislative or regulatory requirements.