About us Mainstay was formed in 1990 when a group of parents and carers of adults with learning disabilities and autism came together to create a local service to provide high quality care and support for their loved ones. We started as Down Residential Project, a small residential home for 9 service users in one location, and weve expanded and developed over the years, continuously adapting what we do to meet the changing needs of our service users. Today, we are a dynamic, multi-service organisation, supporting over 300 service users and clients across Residential, Supported Living, Short Breaks, and Day Opportunities services in multiple locations in Downpatrick. Our passionate and highly trained 120 staff teamwork alongside our service users as one big Mainstay Family. Our Mission has always been to provide a range of high-quality services which are safe, effective and compassionate for people of different abilities, and their families. The current aim is to become more outcome focused and support our clients to look at their possibilities and not their disability. To co-produce a standard of care, lead by the individuals we support in an inclusive, meaningful manner, no matter the complexity of their needs, within a community of opportunity. JOB DESCRIPTION Job Title: HR and Office Co-Ordinator Location: Central Office Mainstay, Downpatrick Reports to: People and Culture Manager Hours of work: Monday to Friday 9am 5pm (37.5 hours per week) Salary: £31,650 per annum Benefits Health Cash Plan Employee Assistance Programme Pension Free car parking Annual Leave ( 20 days per annum (plus an additional 3 days following 5 years service) 8 Bank Holidays per year Job Purpose Working in our Central Office team and across all of our services, this role is crucial in providing administrative support for the HR, Finance and Maintenance functions within our organisation. Working in a small office team, flexibility and a proactive approach to undertake a wide variety of administration tasks is key, and the role will also include supporting the CFO and People & Culture Manager with administration work as the need arises. Main Responsibilities: General HR responsibilities Manage the full employee lifecycle from advertising roles, supporting with recruitment processes and onboarding new hires Ensuring all relevant employee checks have been completed including References, NISCC registration and Access NI checks and that staff registrations are maintained Issue contracts, letters, correspondence to staff via email and letter Keep all people records up to date and accurate on the HR system in relation to starters, leavers, contract changes, absence, leave Provide initial frontline advice to managers for employee relations matters. Work with the People & Culture Manager to update policies and procedures on a regular basis Provide monthly updates to payroll, such as new starters, leavers, pay and contract changes Update information to third parties such as benefits, on time and with accuracy Conduct exit interviews, providing feedback and reports to the People & Culture Manager and management Complete an annual Fair employment monitoring return and maintain accurate records on an ongoing basis Organise training sessions and ensure all material, equipment and rooms are set up Providing note taking support at meetings as required Support with employee wellbeing and engagement initiatives Liaise with the People & Culture Manager and service managers to progress employees through their qualifications Keep an up to date register of all employee qualifications, and report regularly to the People & Culture Manager on qualifications completed General Administration Work with other administrators on the team to ensure that all admin tasks are covered and workload is completed as required, such as maintenance and finance administration Assist with general, maintenance and finance administration as required, including filing and archiving documents, filing and inputting invoices, receipts, tracking and banking, making bank lodgements, collecting petty cash and logging maintenance requests through the appropriate channels Assisting with banking duties as required Ensure sufficient supplies of PPE stock, order as required, maintain database of stock levels and movement and distribute PPE to services as required Ensure stationary and office equipment are stocked effectively and liaise with suppliers in ordering of same Provide a professional, responsive reception cover each afternoon Be a point of contact for visitors, staff and committee members, directing them to their place of meeting and providing refreshments Process incoming mail and distribute appropriately. Frank and record outgoing mail, ensuring it is posted daily in a timely manner Schedule all meetings with employees, managers, committee members Help staff obtain quotes/tenders within our procurement policy Update Mainstay DRPs social media platforms and website Housekeeping Carry out housekeeping duties with other team members including hygiene in the kitchen, emptying bins, dishwasher and tidying after meetings or training Signing in and out internal and external visitors and ensuring accurate site registers for fire safety compliance Ensure the meeting room is prepared for meetings Additional Responsibilities Maintain a friendly, sympathetic, informative and professional relationship with colleagues, service users and committee members. Ensure that conduct within and outside the project does not conflict with professional expectations of the Mainstay DRP Attend training as required to fulfil the requirements of the role Person Specification Essential Criterial Assessed at application and interview stage 2 years experience in an administration role to include experience of: note taking, diary management and supporting recruitment and selection processes. GCSE English and Maths at grades C or above, or equivalent. Experience in the use of Microsoft Office packages such as Outlook, Word and Excel. High attention to detail, ensuring accuracy, and that all communication is aligned to our brand guidelines Access to a suitable vehicle (appropriately maintained and insured for business purposes) or other suitable for of transport which will enable the successful candidate to fulfil the requirements of the role Desirable Criteria Assessed at application stage Hold or working towards a relevant HR, business or administration qualification Level 3 CIPD qualified or working towards