HR Assistant

V&A Dundee; Dundee; Hybrid; GBP 24,000 - 27,000; Full time

Job description

Salary: £24,636 - £26,640

Contract type: Permanent

Reporting to: HR Advisor

Department: Finance Resources and Planning

Who are we?

We are Scotland’s design museum. Designed for everyone, firing imaginations and sparking curiosity in design across Scotland and around the world. At V&A Dundee we are on a mission to inspire and empower through design.

Design shapes our world, it's part of everyday life and it's everywhere. We are a museum with energy and have a vision of the future where everyone is inspired through design and recognizes its far-reaching impact in our lives.

We are a welcoming place for people of Dundee to explore design and to use as an everyday part of their city, as well as inviting visitors from around the world. We are part of the V&A family of museums that celebrate creativity in all its forms from across centuries, for everyone.

Role profile

We are seeking a dedicated and detail-oriented HR Assistant to join our growing team and support V&A Dundee’s Human Resources team and the Museum Director’s PA. The HR Assistant will provide administrative support to the HR team, ensuring smooth and efficient operations. This role involves a variety of tasks related to employee record keeping, recruitment, and HR policy implementation.

The role will also provide support to the Museum Director’s PA with tasks such as planning meeting schedules, arranging and preparation for meetings, keeping records and contacts up to date, liaising with guests, minute taking/issuing, and diary management as support and cover for the Personal Executive Assistant and Office Manager as and when required. The role will be split 80% HR and Director’s PA 20% except during leave cover.

Duties and Responsibilities

Human Resources

• Assist with the implementation of HR policies, procedures, and guidelines ensuring they are understood and observed throughout the organisation.

• Facilitate recruitment activities, ensuring legal compliance, consistency, and fairness. This includes ensuring immigration and PVG/Disclosure checks are carried out where necessary.

• Assist with on-boarding and off-boarding processes for staff, volunteers, and freelancers.

• Provide information to staff and managers on terms and conditions of service e.g. annual leave entitlement, notice period, etc.

• Oversee employee file maintenance and record keeping in line with GDPR.

• Assist with and contribute to projects as specified by the Finance Resource and Planning Team.

• Assist staff from other teams as required and any other duties which may be reasonably requested by the Finance Resource and Planning Team.

• Assist the HR Advisor with the drafting of contracts, contract variations, and the updating of the HR system. Prepare correspondence as necessary.

• Liaise with external payroll provider on a regular basis to ensure the correct information is transferred with relation to the monthly payroll.

• Monitor the Recruitment and HR mailboxes and respond as appropriate.

• Support the HR Advisor and Head of HR where appropriate.

Personal Assistant

• Support the workload of the Director’s PA by assessing the importance and urgency of requests and responding to all in a timely manner.

• Assist with aspects of a busy and constantly changing Director's schedule, including organising internal and external meetings, arranging locations, coordinating invitations, setting up conferencing facilities, equipment, and refreshments.

• Assist with governance cycles by preparing and circulating papers, taking minutes, and collating actions when required.

• Support the Director in liaising and cultivating relationships with donors, lenders, designers, artists, and wider supporters, working closely with colleagues across museum departments to this end.

• Manage sending of invitations, maintaining data, and recording responses for museum events.

• Support in managing office spaces, including planning, improving, and delivering effective office functionality.

• Keep track of office supplies and requirements. Liaise with suppliers and facilities management to ensure the office is well maintained and presented.

• Support in making travel arrangements and developing itineraries for Director, Executive Team, and Board when required.

• Provide cover for the PA and Office Manager or additional assistance during busy periods.

Person specification

Essential

• Administrative experience working within an HR environment.

• A working knowledge of HR processes.

• Excellent written and verbal communication skills.

• Able to demonstrate professionalism and a strong customer service approach.

• Confidential and discrete, with the ability to handle sensitive and personal information appropriately.

• Highly organised and motivated with an ability to work both on own initiative and as a team player contributing expertise.

• Excellent prioritisation and time management skills coupled with an ability to work under pressure and to tight deadlines.

• Experience in the use of Microsoft Office (Word, Excel, PowerPoint) and an understanding of databases and their usage.

• Excellent attention to detail and accuracy.

• Flexibility in dealing with multiple and varying duties and performing well under pressure.

• Positive, team-oriented attitude.

• A genuine interest – and desire to work in – a cultural organisation.

Desirable

• Ideally CIPD qualified or working towards qualification.

• Good knowledge of Employment Law.

• Experience using HR Software.

Deadline for applications: no later than 17.00, 22 April 2025. Interviews will take place on 02 and 06 May 2025.

This is a full-time position, working 37.5 hours per week in a hybrid flexible environment with a mixture of home working and working from our museum in Dundee. We offer a generous package including 38 days holiday, pension scheme, company sick pay, entry to V&A Dundee paid exhibitions, and many more discounts and benefits.

We are an equal opportunity employer and encourage applications from everyone and do not discriminate on the basis of race, religion, gender, sexual orientation, age, marital status, disability, or any other protected characteristics.

V&A Dundee is aware that working more flexibly is a central element of attracting and retaining disabled people in the labour market. We encourage you to apply if you define yourself as disabled under the Equality Act 2010 (including deaf or neurodivergent).

If you require any adjustments during the recruitment process, such as receiving the interview questions in advance or documents in an alternative format, please let us know via the email below.

If you have any issues with your application, please email: [e-mail]