Human Resources Assistant

Libraries NI; Oregon (IL); On-site; USD 40,000 - 55,000; Full time

Job summary

A leading company is seeking an HR Administrative Support professional to assist with various HR functions, including recruitment and employee services. The role requires strong communication skills, proficiency in Microsoft Office, and a collaborative approach. The ideal candidate will have administrative experience and a commitment to confidentiality. This is a permanent position with opportunities for growth within the HR team.

Benefits

Membership of the Northern Ireland Local Government Pension Scheme

Travel expenses for approved journeys

Qualifications

• Minimum one year administrative experience in an office environment.
• Experience working in a Human Resources Department implementing HR Policy.
• Proficient in Microsoft Office and data management.

Responsibilities

• Carry out administrative functions for HR department.
• Maintain HR system records and ensure confidentiality.
• Provide support for recruitment panels and internal communications.

Skills

Teamwork

Communication

Confidentiality

Education

Five GCSE/GCE O’ levels at grades A*-C

Higher relevant qualification

Tools

Microsoft Office

Microsoft Excel

Job description

Under the direction of the appropriate line manager support the administrative functions of the Human Resources department; for Resourcing and Employee Services. The postholder will operate and maintain Business Support and HR information systems to support service provision, working collaboratively with all service users to ensure timely and effective communication.

Job Description:

MAIN DUTIES AND RESPONSIBILITIES

1.Administrative Duties

1.1Carry out all administrative functions in a timely and consistent manner, in accordance with best practice and current employment legislation e.g. record keeping, end to end recruitment processing, issuing of contracts of employment, word processing, photocopying, data input, system testing, etc.

1.2Answer routine questions from line managers and staff about terms and conditions of employment and their interpretation;

1.3Correspond with employees regarding terms and conditions of service, e.g. leave entitlements, salary, pension, hours, etc.

1.4Correspond with job applicants in relation to job vacancies and their application process.

1.5Provide administrative support to recruitment panels.

1.6Input and maintain HR system records in relation to agency workers, job applicants and employees and ensure an orderly confidential office environment is maintained at all times;

1.7Deal with internal and external customer queries in a professional and timely manner and ensure confidentiality is maintained at all times;

1.8Collate information from a range of sources in a meaningful and user friendly format, making use of Microsoft Office e.g. Outlook, Word, Excel, PowerPoint;

1.9Liaise with internal and external stakeholders about processing of payments e.g. First aid allowance, car user allowance, Advertising Agency accounts.

1.10Process information on HR System and Employee Self Service systems in relation to employee records and produce and issue associated documents in an accurate and timely manner, working closely with managers and staff across the organisation.

1.11Assist in maintaining the diaries of senior HR staff

1.12Assist in the preparation of meeting arrangements, interviews, training workshops, PowerPoint presentations, statistics, etc.;

1.13Attend internal and external meetings and provide secretariat support as required.

1.14Provide administrative support to other HR functional areas.

2.Policy, Procedure and Governance
2.1Carry out duties in line with Libraries NI policy and procedures and ensure they are applied fairly throughout the service.
2.2 Assist in the preparation of returns to statutory agencies.
2.3 Carry out records management processes in accordance with Data Protection legislation to support governance;
2.4Be responsible for the collation of relevant data to enable monitoring, analysis and reporting of information for performance management
2.5 Assist in the preparation and distribution of staff communications, and maintenance of HR Directorate policies and procedures;
2.6 Work as part of a team, which forms part of the overall Business Support function.
The post holder will be required to undertake other duties as may reasonably be requested by the Line Manager from time to time or appropriate to the grade.

This job description is intended to indicate the broad range of responsibilities and requirements of the post. It is neither exhaustive nor prescriptive. Libraries NI reserves the right, in consultation with the postholder, to amend the job description to meet the changing needs of the organisation.

Person specification/Terms and Conditions:

Applicants must provide evidence that, by the closing date, they meet the following criteria:

Essential
Qualifications & Experience:
1.Hold five GCSE/GCE O’ levels at grades A*- C, including English and Maths or equivalent/ higher relevant qualification and a minimum of one years’ administrative experience in an office environment.
OR
A minimum of three years’ administrative experience in an office environment
2. Experience of working in a team environment.
Knowledge & Skills:
1.Proficient in the use of Microsoft Office or equivalent to include the word processing of documents, Microsoft Outlook/email and experience of inputting and extracting data from computerised systems and producing information using Microsoft Excel/spreadsheets
2.Proven ability to successfully prioritise tasks and work to deadlines
3.Good oral and written communication skills and an ability to deal with a wide range of internal and external customers.

1.A minimum of one years’ experience working in a Human Resources Department implementing HR Policy and Procedures within the last five years .

The above essential criteria will be used for shortlisting purposes. If deemed necessary essential criterion 1 may be enhanced and/or desirable may be used for shortlisting.

LIBRARIES NI IS AN EQUAL OPPORTUNITIES EMPLOYER

Personal Qualities & Attributes

NB: Shortlisted candidates will be expected to demonstrate the following throughout the selection process.

•Ability to work co-operatively in a team environment
•Positive approach to customer (internal and external) service
•Approachable and confident
•Tact and diplomacy
•Open and engaging personality
•Flexible
•Ability to work with confidentiality

The panel reserves the right to enhance the criteria if necessary

SHORTLISTING
Shortlisting will be carried out on the basis of the information provided against each specific criterion as presented on the application form. Applications will first be considered against the essential criteria. Where necessary enhanced criteria and/or desirable criteria may be applied.

It is essential that applicants provide sufficient details, using examples and dates where appropriate to demonstrate that they meet essential and desirable requirements. It is not sufficient to simply list duties and responsibilities or list various posts held. Libraries NI will not make assumptions from the title of the post or the nature of the organisation as to the skills and experience gained. If you fail to provide sufficient detail, including the appropriate dates needed to meet the essential criteria, your application will be rejected.

Where a competition identifies more appointable candidates than there are available vacancies, a Reserve List may be created in order of suitability for further appointments within Libraries NI. This may be used for up to 12 months to fill the same or like vacancies with a similar job description and personnel specification and on the same salary scale , normally within the same location/department without further testing of merit.

Only shortlisted candidates will be invited to Interview

TERMS AND CONDITIONS
This is a permanent appointment. The successful candidate will be employed on NJC terms and conditions of service and membership of the Northern Ireland Local Government Pension Scheme is automatic for persons eligible to join. Further information about pensions is available on the NILGOSC website www.nilgosc.org.uk
Where applicable appointments will be subject to satisfactory completion of all procedural and pre-employment checks.
Where applicable successful candidates will be subject to a probationary period of six months.
An unpaid meal break of 30 minutes will normally be taken by employees who are contracted to work 4 hours or more per day.

Travelling and Subsistence
Travel expenses at rates approved by Libraries NI will be paid in respect of approved journeys necessary as an employee of Libraries NI.

Mobility Clause
The post will be located in an agreed location, or at any alternative premises as may be reasonably required and may be subject to change following consultation with the post holder.

Excess Fares
If you are an employee of Libraries NI and in receipt of excess fares, this provision will cease on appointment.