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Historic Environment Scotland (HES) is seeking candidates for a key role within our People Directorate as HR Administrative Assistant, reporting to one of our HR Managers. As part of our People Services team within HES, you will provide administrative support to the team. Your responsibilities will range from mailbox triaging, data entry and co-ordination of recruitment and selection administration activities.

If you are someone who has previous experience of data entry, processing and analysing large volumes of data accurately, and are able to demonstrate a pro-active approach to work and the ability to prioritise a busy workload, then this could be a fantastic opportunity for you.

You will fulfil an interesting and varied role, providing a full range of HR operational services to staff in the various client groups across Historic Environment Scotland.

As HR Administrative Assistant your focus will be on providing administrative support to the People Services team, specifically:

• Coordination of the various HR inboxes, escalating complex queries to HR Officers
• Supporting HR Officers with accurately updating our HRM system with any changes to employee and payroll records
• Delivering administrative work to a high standard and on time
• Organising meetings, booking accommodation and travel arrangements, raising purchase orders through Oracle Fusion as required
• Taking notes for internal meetings, Disciplinary, Grievance and Attendance Management cases and swiftly producing accurate, high-quality, formal notes.
• Supporting the HR Officers and Resourcing Manager with administrative recruitment and selection related activities, delivering a high standard of administrative support to internal and external customers throughout the recruitment process
• Maintaining good records management practices through regular filing into our online records management system, SharePoint, following the department’s retention schedule and assisting with regular file cleansing.
• Undertaking other ad hoc tasks and duties as requested by HR Managers, People Services Lead, People Partner or Head of People Services.

Currently, HES is working flexibly between time spent working from home and will continue to work a hybrid approach with Tuesdays, Wednesdays and Thursdays largely having office presence at Longmore House, Edinburgh.

You will be required to demonstrate that you meet the requirements and qualifications below as part of the selection process.

Essential requirements:

• Previous experience of data entry, processing and analysing large volumes of data accurately
• Able to demonstrate a pro-active approach to work and the ability to prioritise a busy workload
• General office/administration experience
• Demonstrable strong written communication skills, including experience of formal notetaking, with the ability to produce high quality, accurate notes
• Proficient in the use of Microsoft packages, specifically Outlook, Word, Excel and Teams

Desirable requirements:

• Proven track record of taking the initiative in order to deliver an excellent, customer focussed service
• Experience of using web-based HR systems
• Experience of using SharePoint

• We welcome applications from all nationalities, assuming that they have the right to work in the UK: applying for a job with us could open the door to a unique work environment. It will give you job satisfaction and excellent development opportunities, plus a competitive salary, 25 days paid holidays (rising to 30 days after 3 years’ service) and 11.5 public holidays a year – pro rata for part time staff.

  
  In addition, we offer a great benefits package to our employees which includes:

  • 
    flexible working hours
  • special leave
  • maternity/paternity leave
  • adoption leave
  • reimbursement for relevant professional subscriptions
  • support for further education and personal development
  • study leave for work related courses
  • access to a learning resource centre

  
  Health and welfare

  
  We offer you access to:

  • 
    our Employee Assistance Programme – for confidential advice and counselling
  • an occupational sick pay scheme
  • discounts at some local authority leisure facilities
  • access to a free Headspace membership
  • interest free loans for bicycles and annual travel passes (see ‘season ticket’ below)
  • reasonable adjustments when needed, as part of our Equalities policy

  
  Staff discounts

  
  You will receive:

  • 
    free entry to all of our properties (with up to three guests)
  • free entry to English Heritage, Manx and Cadw properties
  • 20% off purchases in our retail outlets

  
  Season tickets

  
  You can receive an advance to help with the cost of buying an annual season ticket for travel between home and work. The advance is then repaid from your salary over the life of the season ticket. Available to all permanent and fixed-term staff.

Job contact :

Name :
Zoë Cruickshank, HR Manager
Email :
[email protected]
Telephone :
0131 668 8868

Recruitment team :

Email :
[email protected]