HR Assistant

2 weeks ago

London, United Kingdom Zetec Services Limited Full time

**Context**

YMCA London City and North (YMCALCAN) is an independent charity affiliated to the YMCA movement that was founded in 1844. Our work is based on the ethos of the international movement, and we work across some of London's most deprived boroughs in Islington, Harringay, Tower Hamlets, Newham, Barnet and Hackney as well as the City of London. It’s a patch that over 600,000 young people call home.

We passionately believe that every young person should have the opportunity to build a future of their own choosing. Over 150 years we have helped shape over 100,000 young lives. We specialise in engaging those who are hardest to reach, creating aspirational settings and delivering a range of interventions that allow them to thrive.

We hold a specialism in youth homelessness offering 400 bed spaces including move-on accommodation. We deliver an extensive programme of interventions that supports a young person’s physical and mental wellbeing and their transition to independence. We enhance this with facilities that benefit our local communities including youth hubs, community hubs, youth fitness centres and community fitness centres and through a programme of events.

The Corporate Services directorate, which this role will be based in, provides strategy, development and services for corporate functions - financial planning and accounting, risk management, income management, HR and volunteering, ICT, and governance.

**Job purpose**:

- Provide HR administration support as a member of the People and Culture team, providing services across the organisation
- Act as the HR systems lead in terms of day-to-day operations, data reporting and analysis.
- Assisting on HR projects, providing support to HR colleagues.
- Providing support to the HR Business Partner on employee relations cases
- Provide administration support in relation to General Data Protection Regulation (GDPR) requests, working with the GDPR Lead and other managers as required.

This position provides a career development opportunity for some-one with strong administration skills and some Human Resources experience and with a Level 3 HR qualification or equivalent experience. The position could also suit a graduate with a Human Resources or Business Degree.

The post holder will be able to manage a high volume of work and be comfortable prioritising their own workload. They will be able to use initiative with generalist HR concerns and issues and will be an effective communicator, self-motivated and reliable.

**Duties and responsibilities**

**Recruitment administration**
- Provide interview support, including copy editing and sending out confirmation of interview letters and details of any assessment activities, and booking interview facilities (rooms or online). Ensure any disability access requests are highlighted and shared with recruiting manager and senior HR colleagues.

**HR Administration**
- New starter administration (follow on from recruitment), including copy editing and sending out conditional offer letters, and contracts, using agreed templates, and ensuring references have been obtained.
- Undertaking other pre-employment checks - administration of DBS checks, checking and copying of right to work documentation, and evidence of qualifications.
- In preparation for new starters, provide induction policy and templates to line managers, set up personnel file, and setting up payroll notifications for authorisation by senior HR colleagues.
- Process other staff and terms and conditions changes, including leavers, internal promotions or changes in role, changes in hours, long service entitlements, ensuring records updated, appropriate contract variation or related communications sent, signed and filed.
- Setting up payroll notifications arising from changes above, for authorisation by HR Business Partner.
- Act as a first point of contact for staff and managers to the HR team, providing support and guidance and signposting as required. Refer complex queries on to HR Business Partner and/or Head of People and Culture in line with agreed process of escalation.
- Administration of training courses, including liaising with external providers, ensuring staff are booked onto appropriate courses, attendance is accurately recorded on the HR system, and training evaluation forms and distributed and responses collated.
- Preparation of papers for and attendance at formal hearings to take notes with support from HR Business Partner or Head of People and Culture.

**Information and Data Management**
- Day to day management of the HR Information System, maintaining and updating employee records accurately, dealing with basic system administration queries as required. Also up-skilling managers and staff to self-serve.
- Identify opportunities to develop and improve use of the HR system for the benefit of the HR Team, managers and the wider organisation and work with the HR Business Partner to implement changes.
- Maintain and update current an

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