OR106785 – Administrative Assistant HR

Main purpose of the role:

Provide administrative support to a variety of disciplines within Operational HR, including internal job evaluation process, allocation of job analysis, collation of information, maintaining and updating force systems, taking minutes and actions from departmental meetings, filing and diary system management and other administrative tasks to ensure that a high standard of service is provided to the HR Operations team.

Main Responsibilities:

– Arrange and organise job evaluation panels, making arrangements for managers attendance and forwarding documentation to panel members, producing, and distributing the formal notification of panel results to all relevant parties, maintaining a library of all roles to ensure an accurate audit of amendments is maintained.

–  Allocate requests for job analysis to appropriately trained staff, making interview arrangements where necessary and negotiating amendments to completed job description questionnaires in liaison with the manager and Human Resource Advisor, in order to produce accurate, agreed, and signed documentation within the required time scales and in compliance with policy and procedures.

–  Audit and update force systems and competency framework, including updating the intranet, making amendments, producing requested role requirements, and maintaining a database of changes, ensuring that Operational HR SharePoint pages and the framework is accurate at all times and that an audit trail of changes is maintained including producing role requirements from agreed job description questionnaires and approved drafts for inclusion on the force database.

–  Provide general administrative support to the Operational HR team dealing with correspondence, gathering information, and undertaking research, maintaining files, arranging meetings including minutes and actions for team and corporate Meetings in order to support the work of the Operational HR Team.

–  Maintain, create, and update spreadsheets in relation to pay and benefits management information, in order to assist with the effective operation of the department, this will include updating or creating basic Word documents/ PowerPoint presentations as required.

–  Answer telephone calls and respond appropriately; answering queries, taking messages, and referring as necessary, responding to telephone enquiries from members of the public and the Force, exercising considerable discretion and ensuring that confidential information is not disclosed.

–  Maintain grievance administration system ensuring grievances are acknowledged, logged, and distributed to the relevant team member, where applicable liaise with the Senior HR Business Partner to allocate to a local SPOC for informal resolution to ensure that documentation, information, and files both manual and electronically stored can be appropriately and readily retrieved at any time in order to increase the efficiency and effectiveness of the grievance process.

Necessary experience:

A good level of general education, to at least GCSE level or equivalent, including English and Mathematics, is required. A comprehensive knowledge of the Force competency framework and the job evaluation process is essential to this post. Effective organisational skills are also essential. The post holder must have the ability to manage and prioritise their own workload whilst dealing with interruptions and requests. The post holder may work in the office alone and must have the ability to deal with enquiries confidently, professionally, and confidentially, referring calls to other sections / Departments as appropriate.

Practical experience in the use of spreadsheets and databases is essential and the post holder must be fully conversant with several software products, including Excel, Word, Power Point, e-mail, and the intranet.

Basic experience of maintaining financial information systems is important, in order to keep accurate records and produce accurate management information relating to pay and other expenditure.