HR and Office Administrator

7 months ago


Sheffield, United Kingdom Paces Sheffield Full time

**Job description**

**Job Title**:
HR and Office Administrator

**Location**:
Sheffield

**Reporting to**:
HR and Office Manager

**Hours**:
22.5 hours per week worked flexibly throughout the week

**Probationary Period**:
Three months

**Type**:
Permanent

**Description of Paces Sheffield**:
**Paces Sheffield** is presently a specialist centre and charity for children and adults with neurological conditions (mainly cerebral palsy). Paces delivers Conductive Education: a holistic package of support that aims to help individuals obtain the greatest level of independence through a range of supportive measures.

Paces meets the physical and cognitive needs of individuals which are often not met holistically elsewhere.

Paces Sheffield was established in 1995; the organisation was born out of the experiences of parenting pupils with physical disabilities and their related learning difficulties.

Parents, employees, governors and trustees have overseen the growth of Paces as a charity.

**Paces School** gained Non-Maintained Special School status in 2009 and were rated “Good” by Ofsted in 2019. The school currently has 51 children from ages 3-18, and provides a personalised curriculum based on the National Curriculum through the framework of Conductive Education.

**Paces Adult Service** is for adults with a range of conditions, mainly cerebral palsy. In order to help our adults live as independently as possible throughout their lives, our service teaches and promotes life skills alongside conductive education and offers a variety of fun and interesting activities to make sure our adults enjoy a fulfilled day. In addition to this, we also operate a Sessional Conductive Education Programme for individuals with Parkinson’s and individuals who have survived a stroke.

**Job Summary**:
Based at our Smithy Wood premises, the role will be to support the HR and Office Manager with a variety of tasks to support the day-to-day running of the HR and Office function.

**Role and Responsibilities**:
The post holder will undertake all tasks required within the remit of this role, including, but not limited to:

- Support the HR and Office Manager with onboarding/offboarding tasks and paperwork.
- Organise, maintain and update personnel files.
- Update/monitor sickness/absence database and inform HR and Office manager when triggers are reached.
- Create/update Breathe HR accounts for employees, including setting working hours, permissions, holiday entitlements, and uploading of documents.
- Assist with keeping Breathe updated, including any changes to working hours, holiday entitlements, job changes etc.
- Assist with arranging relevant training for colleagues either online or in person.
- Assist with advertising job vacancies on relevant job sites/website/social media and keeping track of closing date for removal of adverts.
- Assist with requesting/following up on employee references and online searches.
- Assist with regular staff newsletter.
- Minute taking for a variety of meetings, including recording of actions and register of attendees.
- Arranging meetings as required.
- Assist with printing and organising meeting packs for attendees and filing.
- Setting up of meeting rooms with the necessary equipment, stationery, IT needs and relevant refreshments as required.
- Meeting and greeting visitors to Smithy Wood.
- Maintain a list of necessary maintenance/repairs for Smithy Wood to pass on to the Facilities Manager/caretaker for delegation/completion.
- Maintain a list of IT jobs for Smithy Wood to pass on to IT contractors.
- Liaise with Facilities Manager/Caretaker and IT consultants as needed when issues arise.
- Ordering of stationery/other stock as needed, regularly comparing prices to maintain best value, and keeping records of orders and completion of financial records.
- Keep a record of stationery distribution to departments.
- Answering the phone and dealing with enquiries or transferring calls as necessary.
- Filing/scanning/photocopying.
- Posting of letters/parcels as needed.
- Arrange travel/accommodation as required.
- Shopping for refreshments/other necessities as required.
- Support day-to-day administration tasks at Smithy Wood as delegated by HR and Office manager.

**PERSON SPECIFICATION**

**Qualifications and Training**
- NVQ level 3 in Business Administration.

**Key Skills and Experience**
- Office Administration experience.
- Proficient in Microsoft Office - mainly Word, Outlook, Excel.
- Minute-taking experience.
- Good verbal and written communication skills.
- HR administration experience.

**Personal Qualities**
- Commitment to confidentiality.
- Self-motivated, pro-active and able to work on own initiative.
- A strong work ethic.
- Ability to be flexible and adaptable to varying situations.
- Excellent communication and organisational skills.
- Excellent attention to detail and accuracy.
- Be able to work effectively, either individually or as part of a team.
- Friendly, helpful atti


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