HR Assistant

Humber Recruitment are resourcing an HR Assistant for our client based in Grimsby on a part-time basis.

Hours (Non-negotiable)

Monday to Thursday – 12pm to 5pm

Friday – 11:30am to 4:30pm

Purpose of the Role

• As a key member of the HR team, you will provide proactive administrative support to the HR Manager that ensures the smooth running of the HR service for the end-to-end lifecycle of employment.
• Work with both internal and external service users in a professional manner to build and maintain good working relationships, on operational issues related to the HR function.
• Exercise initiative and independent judgement, ensuring a high degree of tact, diplomacy, and confidentiality at all times.

Main Duties and Responsibilities

• Undertake general office duties, such as emailing, photocopying, scanning, binding, laminating, and shredding of confidential documentation.
• Maintain all filing systems, both electronic and manual, including archiving.
• Input daily, all relevant employee data into bespoke databases, e.g. CHARMS and Atlas
• Typing, minutes, letters, reports, etc., ensuring there is a consistency in formatting and overall presentation, maintaining the positive image and reputation of the Client.
• Produce spreadsheets, databases, and documents created in Publisher within the agreed timescales.
• Input all relevant data into the Human Resource and HR Managers’ monthly reports and distribute within agreed timescales.
• Complete all recruitment, selection and new starter set up, informing the HR Manager immediately of any issues.
• Maintain both electronic and manual employee data in line with the children’s homes/fostering and domiciliary regulations and the General Data Protection Regulations.
• Implement the safe storage. archiving and destroying of employee data both manually and electronically, in line with the General Data Protection Regulations,
• Support the HR Manager with the process of preparing for Ofsted and CQC inspections by completing any associated administrative tasks.
• Attend HR monthly meetings with the Directors when the HR Manager is absent. (HR Administrators only)
• Deal with HR issues as they arise – informing the HR Manager immediately of any concerns, e.g. welfare, performance.
• Liaise with employees and the appropriate person to resolve any issues related to their pay, terms, and conditions of service.
• Supporting the HR Manager when required by seeking advice from the Client’s employment law advisors.
• Attend annual review meetings with the HR Manager and representatives of service provisions, e.g. private health care, and personnel advisors.
• Communicate (both orally and in writing) with internal and external service users regarding HR operations, projects, proposals and policies, and procedures.
• Provide highly confidential word-processing, clerical, and administrative support to the HR Manager during grievance, disciplinary, flexible working, and performance processes.
• Process Disclosure and Barring Service checks (DBS) and annual renewals within specified timescales, conducting quarterly audit checks.
• Conduct quarterly audits on personnel records, e.g. professional qualification, driver’s documentation, etc.
• Deal with incoming requests for application forms, recording the information on the applicant database.
• Maintain and update relevant databases, e.g. employee registers. Taking advice and guidance when necessary from the Client’s IT provider.
• Perform reception duties, providing courteous advice and information to the team and service users as required.
• Maintain telephone support to the Client, incoming and outgoing calls are to be dealt with in a professional and confident manner. Messages are to be recorded in a clear and legible way and passed to the appropriate person.
• Greet all visitors to the building in a polite and friendly manner, ensuring they sign in and out of the building, and informing them of health and safety issues as appropriate.

Personal Responsibilities

• Represent and celebrate the values, cultures, and ethos of the Client.
• Attend all training courses to achieve and maintain all qualifications relevant to the post and any as deemed necessary by the Client.
• Comply with the General Data Protection Regulations by processing data only as determined by the Client’s policies and procedures.
• Attend and contribute to monthly team meetings.
• Maintain confidentiality.
• Adhere to and commit to the health and safety responsibilities of self to ensure safe practice.
• Undertake all duties with full regard to the Client’s equal opportunities policy.
• Liaise closely with relevant others within the Client’s Group to ensure the overall purpose of the post is achieved.
• Manage workload always with flexibility to meet the Client’s needs.

This job description is not a definitive or exhaustive list of the responsibilities, but identifies the key tasks and duties of the post holder. In addition to the duties and responsibilities listed above, the post holder is required to perform other duties and tasks that are commensurate with the role. Specific objectives for the post holder will be regularly agreed and reviewed as part of the personal development review process.

Person Specification

To apply for the position, click the apply button below or at the top of the page and complete the form. For more information on the role, call our team on 01472 729768 and we will be happy to assist. You can visit our jobs page to see our full list of available vacancies.

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