HR Administrator

7 months ago

Birmingham, United Kingdom Queen Alexandra College Full time

**Description**:
To provide a high standard of accurate administrative support for the HR team, to support the team and to provide an efficient and timely HR service to all staff, volunteers and stakeholders within the College. The post holder will actively promote equality, diversity and inclusion in all aspects of college life and ensure it is at the heart of all that we do. The role includes a small amount of regular Reception duties, to provide cover as required.

Please review the full job description and person specification for further details.

**Key Responsibilities**:
**HR Administration**
- Act as a first point of contact for general and external enquiries and requests for information by managers and staff
- Provide administration support for employment records and changes, ensuring information is process accurately, in accordance with GDPR and in a timely manner. Including (but not limited to) starters, leavers, contracts of employment, personal details and / or employment changes, leave records, bank / casual worker agreements and volunteers.

**Recruitment and Selection**
- Provide efficient recruitment administration, including the use of Pinpoint recruitment system, across all stages of the recruitment process from advertisement to appointment.
- Support the planning and scheduling of interviews, liaising with managers and making arrangements including room bookings, equipment and notifying Reception.
- Provide ad-hoc interview support as required
- Administer pre-employment checks and clearances for new starters, including requesting and following-up references, medical clearance and DBS, ensuring compliance with DBS / Safeguarding requirements.
- Set up recruitment / personal files for new employees, ensuring all required documentation is complete.
- Update and maintain QAC’s Single Central Record, adding new starter details and information required.
- Monitor the recruitment inbox and respond to queries as appropriate.

**Induction**
- Make arrangements for new starters to support the induction / on-boarding process, including liaison with relevant managers, IT, Training Administrator (mandatory training)
- Carry out short induction meetings with new starters on a one to one or one to group basis.
- Contribute to larger induction training programmes as required.
- Prepare packs & support the delivery of the on boarding system.

**HR System Support**
- Support staff to access the HR system, including queries in relation to system use and access, setting up users / permissions and password resets
- Ensure personnel files and other centralised files / record keeping (electronic and manual) are kept up to date and in line with data protection / retention requirements.

**Absence/Attendance**
- Undertake administrative duties to support QAC policies for managing absence and attendance. Including taking telephone calls and messages, arranging return to work interviews and other meetings, inputting data accurately.
- Daily reporting of absences communicated with relevant managers in a timely manner.
- Undertake Return to Work interviews, and attendance meetings, in line with the policy.
- Liaise with the Payroll team to complete administration related to absence periods
- Keep up to date records of Agency costs.

**General administration**
- Monitor and record completed forms from annual appraisals and follow up with line managers where required.
- Clerk/ minute formal HR related or confidential meetings as directed.
- Provide regular Reception cover for absences and / or lunch / break times, particularly on Fridays.
- Undertake HR duties with due regard to confidential information and student, staff and College data, in line with Data Protection / GDPR requirements.
- Maintain stationery and place orders, finance purchase orders and log / check invoices received.
- Provide ad-hoc administrative support to HR colleagues, including diary management, booking appointments, room bookings, filing and correspondence.
- As part of QAC’s process of continuous improvement; work with the Human Resources Manager and Director of HR to implement any process / administration initiatives to improve the HR Team and Services.

**Personal Development**
- Maintain CPD and undertake appropriate training and development as required, including any mandatory and / or refresher training required for the role.

**Other Duties**
- Adhere to the College’s Health and Safety Policy at all times, recognising responsibility for own safety and that of others.
- Act at all times in accordance with the Staff Code of Conduct and QAC Values of Respect, Excellence, Enabling, Collaboration and Inclusion and FREDIE (Fairness, Respect, Equality, Diversity, Inclusion and Engagement).
- Comply with all College policies and procedures.
- Undertake any other duties not listed above that are commensurate with the role, as directed by the HR Team.

**_QAC complies with Safeguarding guidelines and all appointees are required to have DB

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