MAIN PURPOSE OF POST Reporting to the People and Culture Lead, the People and Culture Assistant is responsible for the administration of day-to-day people and culture activities and processes, ensuring work is completed accurately, efficiently and in line with policies and procedures throughout the employee lifecycle.
DUTIES AND KEY RESPONSIBILITIES
Undertake administrative duties including drafting letters and documentation,
which support various HR processes relating to (but not restricted
to) joiners and leavers, promotions, fixed term contracts, flexible working, family
related leave, compassionate leave etc.
Undertake data input ensuring processes impacting payroll are logged accurately working closely with the HR and Payroll Officer and People and Culture Lead[JC1] .
Maintain and update the HR system, including updating employee records, processing joiners and leavers, updating annual leave and changes, running reports, undertaking data checks and audits and any other reasonable duties.
Undertake all administration in relation to absence records, return to work interviews and self-certifications for absence, ensuring the HR and Payroll Officer and People and Culture Lead is informed when employees reach a trigger point under the absence management procedure.
Update organisational charts, as required.
Maintain hard copy and electronic employee personal records, including delivering
receiving, filing and tracking employment documents such as references and signed
HR paperwork in an efficient manner.
Provide any other general administration support to the HR team or
the wider organisation, including word processing, notetaking, document formatting and distributing information as required.
Assis the People and Payroll Officer with recruitment including avertising vacancies on our website, social media and any relevant jobs board
reviewing the market to ensure full visibility of the roles.
File and organise job applications and coordinate the shortlisting process.
Keep the recruitment tracker and recruitment systems up to date at all times,
following recruitment timelines.
Contact candidates to arrange interviews, assessments and carry out pre-employment
Provide first line advice to managers regarding recruitment and onboarding processes.
Coordinate and arrange induction programmes, meetings and training, working closely with the People and Payroll Officer
To track the completion of Probation reviews referring to the People and Payroll Officer
Administering pre-employment checks including DBS, right to work in the UK and reference checks.
Organise, record, and support with the evaluation of, training for staff in connection with safeguarding.
Maintain strict confidentiality in all aspects of work as required and work in line with GDPR, at all times.
Learning and Development
Undertake administration in relation to staff training including the processing of staff development applications and bookings for internal/external training.
Maintain records of compulsory training attendance, for example GDPR, safer recruitment, first aid, health and safety training undertaken and report on this when required.
Assist the People and Payroll Officer with tracking of one-to-one meetings, following up with managers and advising the People and Payroll Officer and People and Culture Lead where there are any issues.
Provide excellent customer service to all internal and external stakeholders.
Work with the HR team to promote employee wellbeing, providing useful resources and information to employees as required.
Support the HR team to implement any new systems together with external providers including undertaking data entry and data checks, communicating updates and supporting with the administration of any materials.
Undertake any other responsibilities or tasks that are within the employee’s skills and abilities whenever reasonably instructed and commensurate to this role.
Experience of working in a HR or equivalent highly confidential environment.
Commitment to a high standard of customer service
Providing information, support, advice, and guidance to a wide audience.
Embedding and promoting equality, diversity and respect through all aspects of a role.
Experienced and confident user of Microsoft Word, Microsoft Excel, Microsoft Outlook and Microsoft PowerPoint as well as video conferencing platforms i.e., Teams, Zoom.
Pro-active commitment towards safeguarding and promoting the welfare of vulnerable adults, children and young people.
SKILLS & ABILITIES
Ability to communicate effectively with people at all levels of seniority in an organisation, both verbally and in writing.
Ability to organise and prioritise work with experience of achieving agreed targets and working to deadlines
Ability to work both independently and with others in a team.
Flexible and resilient, in order to adapt to changing situations.
Actively participates in continued professional development.
Experience of note taking
Previous experience in a HR or Recruitment role
Experience of working with HR systems
Basic understanding of safeguarding
Good levels of written English and Maths
CIPD/CIPP Level 3 Qualification or similar
OTHER REQUIREMENTS Essential:
Able to demonstrate a commitment and sensitivity of the aims and objectives of Women’s Aid;
Commitment to anti-discriminatory practice and equal opportunities;
Willingness to work occasional unsocial hours as required.
SUMMARY OF TERMS AND CONDITIONS OF EMPLOYMENT
Terms of appointment:
Confirmation of appointment will be subject to the receipt of a satisfactory DBS assessment at the appropriate level and a Pre Employment Health Questionnaire at the appropriate level issued at the expense of WAFE.
Confirmation of appointment will also be subject to the satisfactory completion of a probationary period. This will normally be of six months (less for short term contracts). During this time an employee will be expected to establish their suitability for the post. During the probationary period employment may be terminated in writing, giving one week's notice by either party (this may be waived by mutual agreement). Only any statutory dismissal procedure will apply during the probationary period. There is no probationary period for contracts of under 3 months.
Salary: £20, 324 per annum. (On an incremental scale guided by the WA pay scale point 20) + benefits. Salary is paid in arrears through bank credit by the 25th of each month.
Working hours: The standard working hours for this post are 37 hours per week, based in Bristol; benefits include a generous bank holidays and annual leave package and contributory pension scheme.
Support and supervision: Women’s Aid has a commitment to providing regular supervision and support to staff with annual appraisals forming a key part of staff development. We have a training policy in place and encourage staff to take an active role in their career development plan.
Pension: Women’s Aid is enrolled with the People’s Pension scheme. Women’s Aid normally contributes 7% of salary and the employee contributes 3% towards the group pension scheme. Eligible staff will be automatically enrolled on the scheme when they have successfully completed the 3 month interim probationary review. .
Annual Leave: Women’s Aid offers an annual leave entitlement of 25 days per year rising by one day per year until 30 days annual leave per year is reached. In addition, we offer 8 days public holidays plus 2 additional days in March and August. All leave entitlement is calculated pro-rata for part time employees.
Other leave: Employees have contractual rights to time off for reasons of sickness, maternity and other circumstances.
Period of notice: 1 month after your probationary period has been completed.
Union: You have a right to membership of a trade union. Women’s Aid recognises Unison.
Asylum and Immigration Act 1996: To confirm your right to work in the UK, Women’s Aid will need to see the original of at least one document from a specified list.Most commonly this is a British Passport.