HR Administrator

HR Administrator

Application Deadline: 23 January 2025

Department: Human Resources

Employment Type: Full Time

Location: Harborne, Birmingham, UK

Reporting To: HR Manager

Compensation: £22,318 - £23,126 / year

Description

To provide a high standard of accurate administrative support for the HR team, to support the team and to provide an efficient and timely HR service to all staff, volunteers and stakeholders within the College. The post holder will actively promote equality, diversity and inclusion in all aspects of college life and ensure it is at the heart of all that we do. The role includes a small amount of regular Reception duties, to provide cover as required.

Key Responsibilities

HR Administration

• Act as a first point of contact for general and external enquiries and requests for information by managers and staff.
• Provide administration support for employment records and changes, ensuring information is processed accurately, in accordance with GDPR and in a timely manner, including (but not limited to) starters, leavers, contracts of employment, personal details and/or employment changes, leave records, bank/casual worker agreements, and volunteers.

Recruitment and Selection

• Provide efficient recruitment administration, including the use of Pinpoint recruitment system, across all stages of the recruitment process from advertisement to appointment.
• Support the planning and scheduling of interviews, liaising with managers and making arrangements including room bookings, equipment, and notifying Reception.
• Provide ad-hoc interview support as required.
• Administer pre-employment checks and clearances for new starters, including requesting and following up references, medical clearance, and DBS, ensuring compliance with DBS/Safeguarding requirements.
• Set up recruitment/personal files for new employees, ensuring all required documentation is complete.
• Update and maintain QAC’s Single Central Record, adding new starter details and information required.
• Monitor the recruitment inbox and respond to queries as appropriate.

Induction

• Make arrangements for new starters to support the induction/on-boarding process, including liaison with relevant managers, IT, and Training Administrator (mandatory training).
• Carry out short induction meetings with new starters on a one-to-one or one-to-group basis.
• Contribute to larger induction training programmes as required.
• Prepare packs & support the delivery of the onboarding system.

HR System Support

• Support staff to access the HR system, including queries in relation to system use and access, setting up users/permissions and password resets.
• Ensure personnel files and other centralised files/record keeping (electronic and manual) are kept up to date and in line with data protection/retention requirements.

Absence/Attendance

• Undertake administrative duties to support QAC policies for managing absence and attendance, including taking telephone calls and messages, arranging return to work interviews and other meetings, inputting data accurately.
• Daily reporting of absences communicated with relevant managers in a timely manner.
• Undertake Return to Work interviews and attendance meetings, in line with the policy.
• Liaise with the Payroll team to complete administration related to absence periods.
• Keep up to date records of Agency costs.

General administration

• Monitor and record completed forms from annual appraisals and follow up with line managers where required.
• Clerk/minute formal HR related or confidential meetings as directed.
• Provide regular Reception cover for absences and/or lunch/break times, particularly on Fridays.
• Undertake HR duties with due regard to confidential information and student, staff, and College data, in line with Data Protection/GDPR requirements.
• Maintain stationery and place orders, finance purchase orders and log/check invoices received.
• Provide ad-hoc administrative support to HR colleagues, including diary management, booking appointments, room bookings, filing, and correspondence.
• As part of QAC’s process of continuous improvement, work with the Human Resources Manager and Director of HR to implement any process/administration initiatives to improve the HR Team and Services.

Personal Development

• Maintain CPD and undertake appropriate training and development as required, including any mandatory and/or refresher training required for the role.

Other Duties

• Adhere to the College’s Health and Safety Policy at all times, recognising responsibility for own safety and that of others.
• Act at all times in accordance with the Staff Code of Conduct and QAC Values of Respect, Excellence, Enabling, Collaboration, and Inclusion and FREDIE (Fairness, Respect, Equality, Diversity, Inclusion, and Engagement).
• Comply with all College policies and procedures.
• Undertake any other duties not listed above that are commensurate with the role, as directed by the HR Team.

QAC complies with Safeguarding guidelines and all appointees are required to have DBS Check and two references.

Skills, Knowledge and Expertise

GCSE English and Maths A*-C (9-4), or equivalent.
Recent experience within an administrative role, within a fast-paced office environment.
Experience of keeping electronic and manual records.
Understanding of Data Protection/GDPR and confidentiality.
Competent and confident IT user, proficient in a wide range of computer packages including Word, Excel, databases, emails, and internet.
Ability to maintain a high level of personal organisation and effectiveness to meet deadlines and manage competing priorities.
Demonstrate good customer service skills and a professional manner, both face to face and on the telephone.
Strong commitment to equality, diversity, and inclusion. Identifies with and demonstrates QAC Vision and Values and FREDIE (Fairness, Respect, Equality, Diversity, Inclusion, and Engagement).

Please review the attached person specification.

How to apply

We look forward to receiving your application and knowing more about your qualifications, skills, personal qualities, and experience that you would bring to the role and to QAC. Please take time to review the job description above.

Please upload a CV/Resume* with details of your full employment history (since leaving school, including education, employment, and voluntary work) including reasons for any gaps in employment. This should also include a statement of the personal qualities and experience you believe are relevant to your suitability for the post and how this meets the job description and person specification requirements. Your CV/Resume* will be reproduced in a standard format by the system (without personal identifiers) to assist us in our anonymised shortlisting process.

Under Section 7 of SVGA 2006 it is an offence to apply for the role if the applicant is barred from engaging in regulated activity relevant to children. The College's Safeguarding Policies are available here.

As part of our commitment to safer recruitment, and in line with updated guidance published in September 2022, we will carry out an online search of all shortlisted candidates. This search may enable us to identify any incidents or issues that have happened and are publicly available for review online, which we may wish to explore with you in further detail during the interview process. As part of your application, we have asked you to provide the account names, usernames, and/or handles for any social media platform that you use, as well as the names of any websites that you own, post on, or contribute to. A Google search will also be conducted. These checks will only be conducted if you are shortlisted for interview. Please see our safer recruitment and selection policy for further information.