People & Organisational Development Administrator

Board Of Trustees Of The Royal Botanic Garden Edinburgh; City of Edinburgh; On-site; GBP 24,000 - 30,000; Full time

Job summary

The Royal Botanic Garden Edinburgh is seeking a diligent People & Organisational Development Administrator to support the delivery of POD services that underpin the organisation's mission, vision and strategy. You will manage recruitment administration, onboarding, and maintain electronic personnel records, ensuring GDPR compliance and confidentiality.

Working with the Head of POD and POD Partners, you will coordinate learning and development activities, report on key metrics, and assist with

Qualifications

• Essential skills include confident communication, organisation and confidentiality.
• Ability to multi-task and manage deadlines with attention to detail.
• Experience with electronic databases and MS Office tools.

Responsibilities

• Administrative support for recruitment including advertising vacancies and interview logistics.
• Onboarding new employees: contracts, induction paperwork, references and right-to-work checks.
• Maintain active/leaver files in line with legislation and GDPR.
• Support reporting on turnover, absence, recruitment and governance data.
• Coordinate learning and development activities, bookings and evaluations.
• Assist health surveillance coordination and wellbeing programmes.
• Placing adverts and processing job applications, liaising with managers.
• Coordinate health, safety and wellbeing initiatives and other duties as required.

Skills

Confident communicator

Self-motivated

Multi-tasking

Attention to detail

Adaptable

Time management

Prioritisation

Confidentiality

Electronic databases

Tools

MS Office

MS Teams

SharePoint

Job description

People & Organisational Development Administrator

People & Organisational Development

Job Description

Purpose

To deliver high-quality people and organisational development (POD) services to underpin the delivery of the Royal Botanic Garden Edinburgh's mission, vision, and strategy.

Main Duties

People Administration

Administrative support for recruitment including advertising vacancies, candidate management, dealing with website enquiries, arranging interviews

Onboarding new employees including generating and issuing employment contracts and paperwork, induction paperwork, referencing, right to work checks, disclosure/PVG and probation follow ups

Processing contractual and non-contractual terms and condition changes such as changes in working patterns/hours, salary changes, promotions, fixed term contracts, family leave and paid and non-paid absences, and keeping both POD and workforce systems updated

Maintain all active and leaver electronic people files, ensuring these meets current legislation, GDPR (General Data Protection Regulation) and RBGE retention policies

Support the Head of POD and POD Partners in providing a variety of audiences with appropriate data such as regular volunteer reporting, year-end reporting on turnover, sick absence and recruitment data, as well as preparing a range of reports for governance and management decision making

Provide administrative support to the Head of POD and POD Partners in implementing our people strategy to underpin delivery of the Corporate Plan

Recruitment

Placing adverts on internal and external sites

Raising purchase orders for external job adverts

Processing job applications, arranging interviews, booking rooms for interviews as required

Liaising with both candidates and recruiting managers around recruitment logistics

Training & Development

Provide administrative support for the co-ordination of learning and development activities across RBGE, including raising purchase orders, making bookings, managing attendee lists and follow up evaluation

Health, Safety & Wellbeing

Support our People & OD Partners with the ongoing co-ordination of our rolling health surveillance programme

Any other reasonable duties as required.

Person Specification

Essential Skills

• Confident communicator and comfortable dealing with people at all levels in person and via phone and email
• Self-motivated and able to work unsupervised as well as part of a team
• Ability to multi-task and carry out multiple administrative tasks at any one time
• Strong attention to detail/accuracy
• Adaptable and be comfortable switching priorities and tasks at short notice
• Effective time management skills
• Strong prioritisation skills and confident managing own workload and working to deadlines
• Ability to deal with issues sensitivity and ensuring confidentiality
• Experience of working on electronic databases and maintaining electronic filing systems
• Good working knowledge of MS Office packages including MS Teams and SharePoint

Desirable

• Working knowledge of electronic HR systems/databases
• Working knowledge of General Data Protection Regulations (GDPR)
• Working knowledge of UK Right to Work regulations