HUMAN RESOURCES ASSISTANT

Job description

Job responsibilities

The postholder will be responsible for providing comprehensive administrative support, ensuring the efficient coordination and oversight of all HR and training processes. This role is critical to the smooth operation of these HR functions and includes supporting both the HR Advisor and HR Lead.

This role may require flexible working between 8am-8pm on weekdays.

DBS Check required (level of disclosure): Standard

General Duties

Provide comprehensive HR administrative support to the organisation, ensuring efficient day-to-day operations.

Serve as the first point of contact for HR queries from employees, handling matters such as sickness, absences, recruitment, and DBS and professional memberships coordination in a timely and professional manner.

Maintain and organise both physical and digital personnel files for the organisation.

Manage and maintain an effective HR system, including accurate reporting of staff changes, leave, and sickness to the management and finance teams.

To coordinate and prepare monthly payroll for the organisation

Ensure the HR system is kept up-to-date and generate regular reports, such as professional memberships and qualifications, for review and compliance.

Oversee and manage the organisations DBS - Disclosure and Barring Service - process for all employees, affiliates, and placements, ensuring compliance.

Maintain and oversee the records and documentation for all organisational affiliates and placements.

Monitor and record staff sickness data daily and monthly, in collaboration with the HR Advisor.

Support the HR Lead in ensuring all employees have up-to-date job descriptions, reviewed annually and revised as necessary.

Coordinate and oversee the employee appraisal process, working with the HR Lead to develop a comprehensive training plan for the organisation.

Support the HR Advisor in organising and facilitating health and wellbeing initiatives, including the coordination of a quarterly organisational newsletter.

Respond to general HR enquiries and provide assistance to staff on HR-related matters via email.

To operate within agreed Alliance and professional guidelines and Codes of Practice

To adhere to all Alliance Policies, Procedures and Guidelines

To promote and value the rights, responsibilities and diversity of people working within Alliance and using our Services

Recruitment

To assist the HR Advisor when needed to

Co-ordinate recruitment campaigns for the organisation, from job advertisement through to enrolling new starters.

Organise and coordinate interviews, including scheduling, room bookings, and preparation of interview materials.

Facilitate the completion of new hire documentation, including references and welcome pack distribution, arranging onboarding using our HR system.

Prepare and distribute announcements for new employees and promotions.

Oversee the coordination of induction programs for new employees, ensuring timely completion and return of all required paperwork.

Track and coordinate probationary review dates, ensuring timely follow-up and completion.

Training Administration

Coordinate and manage all training events and workshops for both the Alliance and the Impact on Teesside service.

Maintain and regularly update training records, ensuring all relevant data is accurately reflected in training spreadsheets.

Ensure the HR system is consistently updated with completed training for all employees.

Distribute and collect training evaluation forms, updating training records accordingly and providing feedback during training meetings as required.

Oversee the coordination and accurate recording of employee appraisals in the database, providing biannual reports to management.

Manage and track staff professional memberships and continuing professional development (CPD) records.

Attend and contribute to training meetings for both Alliance and the IMPACT on Teesside service, including preparing meeting agendas and drafting detailed minutes.

Administrative and General Support

Be a responsive and collaborative key member of the HR Team to provide a first-rate HR service to the organisation.

Take minutes in HR-related meetings as required.

Assist with any other tasks necessary for the smooth functioning of the HR department.

Providing cover for HR Advisor when required such as during periods of leave

Ensure a safe and secure working environment, adhering to Health and Safety guidelines.

Promote and uphold the rights, responsibilities, and diversity of all staff and service users.

Undertake all mandatory training related to the role.

Organisational Responsibilities

Values and behaviours

To demonstrate and be a role model for Alliances and to promote and encourage positive behaviours, enhancing the quality and integrity of the services we provide.

Health, Safety and Wellbeing

To take responsibility for health, safety, and wellbeing in accordance with Alliances policies and procedures.

Equality and diversity

To promote a society that gives everyone an equal chance to work and live free from discrimination and prejudice.

Confidentiality

To work in a way that does not divulge personal and/or confidential information and follow Alliances policies and procedures in relation to data protection and security of information.

Performance Management

To promote a culture whereby performance management is ingrained, and the highest standards and performance are achieved by all. Ensure that mandatory training commitments are met and that the postholder keeps up to date with Alliances policies and procedures. Contribute to Alliances Appraisal processes to ensure continuous learning and improvement and to increase organisational performance.

This job description is designed to identify principal responsibilities only. The post holder is required to be flexible in developing the role in accordance with changes in Alliances organisational objectives and priorities.

Person Specification

Qualifications

Essential

• Level 3 CIPD qualification

Personal Qualities

Essential

• Ability to use own initiative
• High level of motivation.
• Ability to work within a team and foster good working relationships.
• Ability to work under pressure and alone at times.
• Ability to handle sensitive and emotionally difficult calls.
• Regard for others and respect for individual rights of autonomy and confidentiality.
• High level of organisation skills.
• Flexible and adaptable.
• Act in ways that support equality and promotes diversity.

Experience

Essential

• Sound experience and understanding of database systems
• Excellent telephone and verbal communication skills
• Experience of maintaining and developing filing systems and spreadsheets
• Working to targets &/or quality standards to ensure accuracy.
• Previous experience in HR/Training team
• Experience of working on HR Projects
• Experience of providing first point contact for HR queries from employees, and managers
• Previous experience working at the level of HR Assistant within HR dealing with aspects such as sickness, recruitment, training, health and wellbeing and retention initiatives

Desirable

• Experience and understanding of mental health services.
• Experience of Cezanne HR System

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Alliance Psychological Services Limited

Address

Alliance Psychological Services Ltd

24 Yarm Road

Stockton-on-tees

Cleveland

TS18 3NA

Employer's website

https://www.alliancepsychology.com/ (Opens in a new tab)