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HR Advisor

Grade 4

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Job description

Job title

HR Advisor

Division:

Corporate Resources

Date:

June 2013

Reporting to:

HR Manager

Main contacts:

External: external agencies/suppliers as appropriate, professional bodies,

other employers.

Internal: divisional colleagues and staff from other divisions

at all levels, as required

Major objectives:

• To provide assistance and support to other members of the HR team and act as first point of contact for all HR issues.

• Responsibility for producing reports from the HR system

• Responsible for updating and managing the HR system for the monthly payroll process.

• Coordinate and manage the recruitment process.

Key skills and knowledge

• Experience of providing HR advice and support to colleagues at all levels.

• Experience of maintaining HR systems and producing reports.

• Experience of coordinating recruitment from putting together job packs to making offers, including interviewing candidates.

• Experience of running investigation and disciplinary hearings.

• Experience of managing both short term and long term absences amongst employees.

• Experience of dealing with confidential information in an appropriate manner.

• Excellent communication skills.

• Experience of running payroll.

Responsibilities

Recruitment

• Carry out interviews alongside managers for up to grade 4 roles.

• To prepare paperwork for interviews and assessments and assist the HR Manager where necessary.

• Record up to date equal opportunities data on all applicants.

• Produce regular reports on recruitment and monitor spend

• Manage the HR Administrator to ensure reference checks and right to work documentation is checked for new joiners

• Work closely with our Preferred Supplier to ensure the smooth running of the recruitment process

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Employee relations

• Run disciplinary and grievance hearings/outcome meetings and absence management meetings taking comprehensive minutes.

• Advise colleagues on employment legislation, policy, process and procedure.

• Update the company policies, procedures and template letters as and when required in line with legislation

• Keep up to date with employment legislation and flag up any changes that will impact on AAT to the rest of the team.

• Produce paperwork for hearings, ensuring that all meetings are accurately recorded and the outcomes confirmed in writing and recorded on the HR systems.

• Assist the HR Manager with minute taking as and when required

Training, learning and development

• Book training courses and events as requested, through liaison with training organisations.

• Assist the rest of the HR team in organising training and development activities in line with the training strategy.

• Assist trainers in running some training sessions.

• Run workshops for line managers on HR topics.

• Maintain all training, learning and development records on the HR database.

• Coordinate induction training for new joiners.

• Carry out induction training for new joiners and manager

Internal relations

• Develop and maintain good working relationships with colleagues within the HR team and across the AAT so as to promote the reputation of the division as the centre of excellence

• To hold monthly management meetings with all Grade 3 and 4 line managers to proactively discuss and advise on any upcoming or present issues in terms of recruitment, performance, absence, training etc

• Provide assistance where appropriate to other members of the HR team

• Contribute as appropriate to the AAT’s internal communications

Reporting

• Carry out quarterly management information reporting

• End of year reports

• Monthly absence management reports/dashboards

• Best company survey

• Engagement survey

• General HR reports as and when required

Payroll

• Manage the permanent payroll

• Ensure all relevant pay information is entered onto the system

• Work closely with finance to ensure accuracy for the payroll function

• Chase managers for relevant payroll information such as overtime, leave dates etc.

General HR

• To produce HR Management reports as and when required

• Oversee and maintain all HR systems and records including carrying out the year end procedures

• Oversee the management of the CaptureIT system and train new line managers in how to use it

• Keep manual personnel records and personal development folders up to date

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• Book meeting/training rooms as required

• To undertake such other duties and projects as may reasonably be required by the HR Manager

• To work in such a way as to minimise the risks to the information technology environment - safely, securely and confidentially

• To handle confidential and sensitive information appropriately

• To take responsibility for own CPD

Customer-centricity

• To develop friendly, positive and supportive relationships with external and internal customers, and to provide them with excellent service.

• Actively to learn from customer feedback, comments and suggestions, including complaints, to review and improve existing processes, and by doing so to anticipate other customer’s needs. To communicate this knowledge to relevant colleagues.

• To meet and exceed team’s customer service standards

• To understand situations from the customers’ perspective so that appropriate and relevant solutions can be identified.

Corporate social responsibility

• To apply the principles of the CSR policy in your day-to-day role, particularly reduce-reuse-recycle.

• To adhere to the AAT’sresponsible business practices, such as high standards of governance, raising employment standards for employees, and forming trade and community partnerships with appropriate organisations

General

• To carry out any other duties as may reasonably be requested by the line manager.

• To work in such a way as to minimise the risks to the information technology environment safely, securely and confidentially.

• To have regard for own actions and those of others in the interests of safety.

• To contribute to the tidiness of the office.

• To demonstrate a commitment to and (where possible) an involvement in AAT quality initiatives such as Investors in People (IIP).

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Person specification

Area Description Essential or

desirable Knowledge • Octopus HR system

• Microsoft packages – Word, Excel, PowerPoint, Outlook and Explorer

• Knowledge of CaptureIT clock in system

• Employment legislation

D E

D E Skills • Accurate writing skills, with attention to detail

• Excellent verbal and listening skills

• Excellent numerical skills

• Influencing and persuading

• Excellent organisational skills

• Minute taking

• Ability to prioritise a varied and demanding workload

• Ability to analyse information and problem solve

E E E E E E E E Experience • Providing HR advice to colleagues at all levels

• Running first stage disciplinary and grievance hearings

• Managing short term and long term employee absenteeism

• Using systems and reports to analyse HR data

• Payroll processing

• Employee benefits

• Training and Development

E E E E E D D Education • CIPD qualified or working towards

• Degree or equivalent

D D Personal

qualities

• Positive ‘can do’ attitude

• Self-starter with high degree of initiative

• Ability to take ownership and responsibility

• Organised with attention to detail and ability to prioritise

• Approachable and friendly

• Results driven

• Confident and credible

• Good team worker

• Honest and open

• Customer centricity – strong customer focus

• Commitment to innovation

• Ability to build effective working relationships at all levels

E E E E E E E E E D D E

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Summary of standard terms and conditions

Salary: up to £31,000 per annum, depending on experience.

Working hours: 35 hours per week.

Annual leave: 25 days and statutory bank holidays plus two discretionary days for Christmas (office shuts between Christmas and New Year).

Flexi time: we operate a flexible working system.

Pension: contributory pension scheme – employers’ contribution over 10%. Life assurance: four times annual salary.

PHI: income protection is offered subject to terms of the policy. Other: company sick pay scheme.

season ticket loan after completion of probationary period. enhanced maternity, paternity and dependency leave provisions. subsidised social events.

Location: 140 Aldersgate St, London, EC1A 4HY

Notes: This post will be subject to background checks. A full statement of the main terms and conditions of employment will be supplied with any formal offer of employment. The above information may be helpful to applicants as a guide but should not be treated as a substitute for a full contract.

Our vision

To put AAT at the heart of every business. Our overall aim

To make AAT essential for people, businesses and organisations. To achieve our overall aim, we will:

• grow – expanding our core membership by increasing recognition, creating demand, and maintaining a strong and valued relationship with members

• innovate – embrace the possibilities of change and development to be ahead of the game

• diversify – attracting people beyond our core membership, with new AAT products and services

• stay financially secure – managing our resources efficiently and effectively and investing wisely to continue to develop and progress.

In pursuing these actions we will remain a customer driven organisation which adds value by understanding and exceeding our customers’ and stakeholders’ expectations and needs. We are committed to the highest standards of quality delivered by a focused and motivated team, strengthening AAT’s reputation and brand, within a framework of best practice in corporate governance.

AAT has made a commitment to operate in a sustainable way with respect for the environment and to exceed the legal minimum requirements for corporate social responsibility.

How to apply

To apply for this hot opportunity please send a CV and covering letter to jobs@aat.org.uk

Closing date: 5 July 2013 HR contact details

t: 020 7397 1742 (answer phone)

e: jobs@aat.org.uk

References

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