HR Assistant

Simonscotland; Scotland; On-site; GBP 25,000 - 32,000; Full time

Job summary

A leading Scottish charity is looking for an experienced HR Assistant to join their HR team. This role involves providing support and guidance on HR policies, preparing employment contracts, and advising on HR-related issues. The ideal candidate will have a CIPD qualification and experience in an HR environment. With a focus on teamwork and communication, this position offers a chance to contribute to a values-driven organization committed to making a positive impact on the community.

Benefits

Flexible working hours

Professional development opportunities

Qualifications

• Experience in an HR Assistant role.
• Knowledge of Human Resource policies and Employment Legislation.
• Good standard of IT, internet, and keyboard skills.

Responsibilities

• Provide HR support and guidance to staff and line managers.
• Prepare contracts of employment.
• Advise on HR policies and support resolutions to employee relations matters.

Skills

Strong administrative skills

Problem Solving

Excellent communication skills

Teamwork

Education

CIPD certificate in HR practice

Tools

GSuite

HR databases

Job description

About Simon Community Scotland

Simon Community Scotland is the largest provider of homelessness services in Scotland. Our vision is for everyone to have a safe place to live, with access to the support they need. Every day we help make positive things happen for people facing extremely difficult circumstances. Everything we do is about and for people, the people we support, our staff, our partners and everyone affected by homelessness. Our values are built into every area of activity and tell the story of how people remain at the heart of the Simon Community.

Day by day, person-to-person, we tailor what we offer to what people need. We are here to provide consistent, friendly and informed support so that people can explore options and take ‘the next step’ towards a positive future. We offer support across a range of service delivery points; Street Outreach teams, Housing First initiatives, Floating Support, Information Hubs, Managed Alcohol Program (MAP), Supported Accommodations, Emergency Accommodation, Rapid Access Accommodation, and our own rented properties. These services are delivered across many local authorities within Glasgow, Edinburgh and Perth.

We welcome people with a wide range of skills and experiences to our team. To make a difference, we need to work flexibly, with everyday leadership and a ‘can-do’ approach. We want to make it right and make it happen – not only for the people we support, but also for each other.

Our #OneTeam ethos is core to who we are, and it means caring for and supporting each other regardless of our role, service or location. Find out more about our services here. https://www.simonscotland.org/get-help/our-support-services/

Job Role

The HR Department is a core function within the organisation, providing support and guidance to line managers and staff in relation to our HR policies and processes that are effective and efficient to improve service delivery.

We are seeking to recruit an experienced HR Assistant to join our small professional HR team. This is a fantastic opportunity to contribute to a values-driven organisation and support managers across a wide range of HR matters.

The HR team provides a range of services to deliver a workforce that is fit for purpose, skilled, engaged and in the right place at the right time to deliver a high quality, person centered service to our stakeholders. You will play a pivotal role in providing HR guidance and support to managers on all HR related matters.

The HR team manages the employee lifecycle, recruitment, employee relation, staff benefits and payroll to align workforce planning with organisational objectives. Reporting to the HR Manager, you will be a key member of the HR team, working closely with our colleagues to ensure they have the support and working environment they need to deliver a high standard of care to the people we support.

Key Responsibilities

• Provide HR support and guidance to staff and line managers in line with organisational policies and processes.
• Preparing contracts of employment in line with department processes and procedures.
• Advise stakeholders on HR policies and practices in line with statutory and organisational entitlement.
• Advise on and, where appropriate, support informal resolutions to employee relations matters including disciplinary, grievance, capability and performance issues.
• Ensuring HR policies and processes are being followed when advising on HR activities in line with statutory compliance.
• Support managers to investigate non-complex matters in connection with formal processes and procedures. This includes participation in investigations, reviewing management statements of cases and attending hearings in of the manager.
• Assist and advise managers in reducing and maintaining acceptable levels of attendance in line with the Attendance Management policy. Support managers by providing advice and guidance, attendance at formal and informal review meetings, disciplinary hearings and reviewing management statements.
• Support HR projects, coordinating these appropriately. This may include the production of performance management reports, the preparation or analysis of HR statistical data.
• Be a role model for organisational values, displaying leadership and a behavioural approach which will promote the principles of dignity and respect for all.
• Support, maintain and develop effective working relationships with colleagues and stakeholders.
• Undertake training and learning development as necessary to meet the demands of the role.
• Work closely with team members on continuous improvement and advancement (personal, departmental, organisational).
• Ensure your work practice complies with all SCS policies & procedures, with particular reference to health & safety, equal opportunities & diversity and confidentiality. Support data collection for freedom of information requests/data protection etc.
• Flexibly adapt to the demands of the working environment.
• Undertake other reasonable duties from time to time as required and requested.

Our Values

All SCS employees are expected to demonstrate the following values in their work:

Inclusion & Participation

We include everyone in the services and resources they need, regardless of their circumstances and ensure each person's voice and influence are heard and felt in everything that we do.

Personalised & Creative

Each person we support is an individual with unique circumstances, needs and future potential which requires a uniquely tailored response.

Warmth & Regard

We see beyond a person's current or past circumstances, recognising their inherent value, worth and potential as human beings.

Partnership & Collaboration

We know we need to work positively with others to deliver a truly inclusive and personalised approach, improve our response and add value to the experience of the people we support.

Supportive and Ambitious

We encourage and support ambition, building on strengths to foster hope for the people we support as well as deliver growth and development for staff and volunteers.

HR Assistant - Core Competencies

Planning & Organising

Strong administrative skills (organised, accurate data entry, attention to detail) with good interpersonal and functional HR knowledge (communication, discretion, employee relations, admin support, compliance, confidentiality).

Provide a vital link between employees and management while maintaining accurate records and supporting HR processes efficiently.

Resilience

Advance despite adversity, responding to challenging and difficult situations with a calm, professional, and composed approach. Handle sensitive information and decisions with compassion and due regard for others, maintaining a positive and proactive attitude.

Motivation

Proactive and able to manage a varied and demanding workload, often independently, without constant supervision.

Problem Solving

Ability to anticipate needs, manage priorities, and support stakeholders to resolve employee or administrative / systems issues.

Teamwork

Work with colleagues in a supportive and collaborative way, fostering team togetherness and a positive, problem-solving vibe. Be a reliable member of the team, participating actively in group meetings and sharing insights to improve our service continuously.

Foster positive relationships with our stakeholders to ensure our support is coordinated and effective.

Communication & Digital Enablement

Communicate effectively with a range of stakeholders and other colleagues, adapting your communication style to be clear, empathetic, and respectful.

Embrace and champion digital inclusion, helping clients, staff, and volunteers to connect, understand and use digital tools safely. You will use our GSuite, Chromebook, and smartphones to facilitate this.

Person Specification

Training & Qualifications:

Essential:

• CIPD certificate in HR practice or equivalent experience in an HR environment.

Experience:

Essential:

• Experience in an HR Assistant role within an HR working environment. Assisting with generalist HR administrative tasks, payroll, and recruitment activities.

Desirable:

• Knowledge of HR databases and HR information management systems.

Knowledge & Skills:

Essential:

• Knowledge of Human Resource policies, Employment Legislation and Contractual Terms and Conditions of Service.
• Good standard of IT, internet and keyboard skills. Good working knowledge of the full GSuite.
• Excellent written and verbal communication skills which are crucial for interacting with employees, managers and external providers at all levels.
• Ability to analyse situations, solve problems within established procedures, and know when to escalation complex issues to senior colleagues is important.

Desirable:

• Knowledge of applicant tracking systems (recruitment).

Personal:

Essential:

• A good team player with the ability to lead by example.
• Excellent interpersonal, communication and influencing skills.
• Excellent organisational, time management and prioritisation skills.
• Ability to use initiative and be proactive in the role.