We are currently recruiting for an Administration Officer in Belfast.
Start date: ASAP
Rate of pay: £13.75 per hour
Duration: Approximately 3 months
Location: Belfast city centre
Hours of work: Monday – Friday (9.00am – 5.00pm)
Main Duties:
1. The role of the Administrative Officer (Human Resources) is to provide a professional, confidential, accurate and timely Human Resources administrative support service to internal and external stakeholders. The role will involve carrying out a range of administrative tasks, including use of computer systems, maintaining good communication with colleagues and reporting any issues to the line manager as required. The postholder will work proactively with colleagues across the Human Resources and Learning & Development function to ensure an integrated approach to service delivery in line with the Office Values and Codes of Ethics.
Key Responsibilities
1. To undertake general administrative duties and provide administrative support to the HR Team, including taking telephone calls and responding to Helpdesk queries.2. To undertake routine scanning and filing of documents into Content Manager.3. To support the Recruitment Officer in the delivery of all recruitment campaigns.4. To respond to all recruitment queries in the Recruitment Mailbox.
5. To assist the Recruitment Officer in setting up shortlisting meetings and preparing all paperwork associated with the shortlisting and interview process.
6. To update the HR Management Information system with applicants’ details and to record all decisions of the recruitment panel thereafter, i.e., shortlisting and interview outcomes.
7. To assist the Recruitment Officer in ensuring that all applicants are advised of shortlisting and interview outcomes in a timely manner.
8. To assist with pre-employment checks for successful candidates.
9. To prepare electronic personnel files for all new starts, ensuring appropriate paperwork is included in the file and all checklists are completed.
10. To prepare an Employee Induction Pack for each new start, ensuring that all relevant information is included ready for issue on their commencement of employment with the Office.
11. To assist in the preparation of Terms and Conditions of Employment documentation.
12. To update the HR Management Information system with any Absence Statements (Self Certs) and Fit Notes (Doctors medical certificates) and follow up with line managers/employees any outstanding fit notes on the direction of the HR Officer.
13. To maintain an Appointments Register to ensure all staff stay within the permitted number of appointments per year.
14. To provide administrative support to the monthly Payroll process when required.
15. To record special leave application dates on HR Management Information systems and advising applicants of decision.
16. To prepare a monthly attendance management trigger report.
17. To ensure that all changes as notified by members of staff are actioned on PAMS/Sage or both.
18. To check the HR Helpdesk daily for requests, responding as appropriate or forwarding to relevant HR colleagues for action.
19. To check the HR post tray to ensure that any post in the tray is either franked and posted or put into the appropriate internal team post tray.
20. To distribute incoming post and ensure that outgoing post is ready for collection by Royal Mail.
21. To assist the Learning & Development Officer in the administration of learning & development activities.
22. To review the HR section of the Intranet and identify policies that are out of date and need removing.
23. To assist the HR Team in the delivery of the HR Business Plan.
24. To take notes/minutes at meetings when required.
25. To assist with the review, scanning and destruction of hard copy HR files.
26. To have responsibility for all records held, created or used as part of the business, including corporate and administrative records whether paper-based or electronic and also including emails, in line with General Data Protection Regulations (GDPR) and the Data Protection Act 2018.
27. To have due regard to the need to promote equality of opportunity between:
· Persons of different religious belief, political opinion, racial group, age, marital status or sexual orientation,
· Men and women in general,
· Persons with a disability and persons without,
· Persons with dependants and persons without.
28. Any other relevant duties appropriate to the grade as may be required including the participation in the interchange of duties within the Directorate.