HR and Admin Manager Worcester, England
Job description
Job Description
Job title HR and Admin Manager
Hours Full-time (Equivalent to 37.5 hours a week). Flexible working options will be considered.
Remuneration £30,000 to £37,500 per annum (depending on experience)
Type of contract: Permanent or Fixed term – 3 years (with possibility for a permanent role)
Location Flexible but with at least two days a week to be worked from the charity’s offices at One Birch Court, Blackpole East, Worcester, WR3 8SG
Report to Chief Operating Officer (COO)
Responsible for: Assisting COO with the wider management of the Admin Team
Works closely with Senior Management Team, Team Managers, Financial Controller, Facilities Administrator and Executive Assistant to the SMT.
WHO WE ARE, AND WHAT WE DO
In 1969, a group of parents whose children had been diagnosed with leukaemia came together to create a support network. Now over 50 years later, we continue their work in providing information and support to anybody affected by leukaemia and other blood cancer types.
How do we do this? We have a wide-range of services aimed at patients and their loved ones from diagnosis and beyond. Our support services range from nurse-led helplines, support groups and free-of-charge medical information to access to paid counselling, grants for those feeling the financial strain of a diagnosis and providing buddies so people always have somebody to talk to who have experienced something similar to them. We encourage you to have a read of our website and find out all the ways we support from diagnosis and beyond.
Crucial to our work is raising awareness of leukaemia as a blood cancer and the importance for early diagnosis. Leukaemia can be difficult to spot as the symptoms are similar to many other common conditions. Unfortunately, most people are not aware of the signs of leukaemia and this leads to diagnosis being delayed, which can worsen outcomes for patients.
As well as working to educate the general public through our #SpotLeukaemia campaign, we are working closely with our colleagues working in front line medical services to ensure they have the most up-to-date information on diagnosing leukaemia. We know that by raising awareness and working to educate health care professionals, we can save lives and improve outcomes. Mattia explains the importance of this work in this video - Spot Leukaemia simply saved his life.
Overview
The role of HR and Admin Manager will work closely with the COO on all HR matters relating to employees at Leukaemia Care. This is a new role as the charity embarks on an ambitious new 10-year strategy. Currently with 53 employees, by 2024, there will be at least 93 employees, encompassing full-time, part-time, home working, remote working, and lone working employees nationwide.
Your day-to-day duties as an HR Manager will include managing all core HR departmental areas, including payroll, employee relations, HR admin, learning and development, recruitment, employee engagement, and maintaining and improving HR systems.
Given the level of recruitment, a significant part of this role will involve the recruitment and induction of new employees. You will also be reviewing existing processes and implementing new ones ensuring they are in line with the needs of a growing organisation.
Coaching of managers and writing guidance and templates for common tasks such as one to ones and probationary reviews to ensure consistency of approach is also key.
How to apply
Please tailor your CV to the job specification and include a covering letter explaining how your skills and experience make you the ideal candidate for the role.
General
In addition to the specific duties and responsibilities outlined in this job description, all Leukaemia Care employees should be aware of their specific responsibilities towards the following:
- Adhere to all health and safety and fire regulations and to co-operate with the Charity in maintaining good standards of health and safety.
- Uphold ethical and professional standards and not behave in a manner that is likely to bring the Charity into disrepute.
- Promote and sustain a responsible attitude towards equal opportunities and diversity within the Charity.
- Demonstrate a commitment to ongoing learning and development and to participate in any training relevant to the role.
This job description is not exhaustive. It acts as a guide and may be amended to meet the changing requirements of the charity at any time after discussion with the postholder.
Job Duties
At the request and under the direction of the COO or other member of the Senior Management Team.
Recruitment and Selection
Provide advice on recruitment and selection strategies.
Carry out all the administrative processes in the recruitment process, for example; prepare recruitment documents, organise recruitment time tables, draft and place adverts, shortlisting candidates for interview, sit on interview panels and administer any interview tasks.
Undertake all necessary employment checks including DBS checks and right to work, qualification and medical checks and references.
On-boarding and Induction
Continue to develop a core induction process for all new employees to ensure employees understand organizational processes and culture alongside their role specific duties.
Administer the process for new employees and workers, for example; prepare contracts, offer letters and process all pre-employment checks.
Conduct inductions with new employees and workers and liaise with managers to ensure they are aware of their responsibility in the induction process.
Payroll
Ensure that all payroll instructions are prepared and logged in time for the monthly payroll run and submitted to the COO and Financial Controller for review, for example; sickness, contractual variations, new starters, leavers, contractual benefits and staff benefits.
Appraisal and Staff Development
Administer and review Leukaemia Care’s probationary review and annual appraisal cycle.
Ensure managers schedule probationary and annual appraisal meetings for team members and complete the necessary documents.
Complete actions arising from the annual appraisals such as sourcing and booking training, updating job specifications, contracts etc.
HR system and reporting
Be the primary contact for queries on the HR system (SMB).
Act as systems administrator for SMB, configuring the system as required, controlling all user access, managing data flows in and out of the system and ensuring accuracy and data protection compliance and liaising with SMB to troubleshoot queries as required.
Ensure SMB accurately reflects current staff conditions and details. This includes inputting starters and leavers, contractual amendments, change of details, annual leave and recording of sicknesses and other leave.
Provide appropriate reports from SMB for the purpose of auditing and monitoring employee data and training.
Ensure employee records are retained/deleted in line with our data retention policy.
Advice and Guidance
Provide day to day advice to managers and employees on general HR related queries, requests and Leukaemia Care Policies and Procedures, escalating more complex issues to the COO.
Assist in formal meetings, such as employee disciplinaries and grievances undertaking such tasks as may be required by the CEO or COO.
Liaise with the Mental Health First Aider and Employee Representative ensuring they have the support and training needed to fulfill their roles.
Liaise with the Mental Health First Aider and Employee Representative on staff consultations and focus groups.
Leaver Administration
Ensure resignations are acknowledged in a timely manner, the Team Head is aware of the process and any outstanding annual leave is calculated in accordance with the employee’s terms and conditions.
Ensure exit interviews are conducted for all staff either face to face or electronically.
Learning and Development
Ensure mandatory training for all staff is rolled out and completed in a timely manner.
Liaise with managers to ensure any training identified in annual appraisals or one-to-one is booked and completed in a timely manner.
Coach managers to ensure they are managing and supporting their teams effectively.
Policy, process and administration
Continuously monitor and review HR policies and processes and implement changes where necessary.
Develop HR policy and procedures to drive performance and mitigate disputes.
Draft standard Human Resources documents and letters ensuring consistency.
Respond to reference requests for current or ex-members of staff.
Ensure personnel files are maintained and filing/archiving is completed in a timely manner.
Maintain an up-to-date Procedures Manual for all HR Administration duties.
Manage complex employee relations casework including dispute resolutions, disciplinaries, grievances, absence, retirement, and redundancy as necessary.
With the Facilities Administrator
Provide basic cover for the Facilities Administrator together with other colleagues when they are on annual leave.
Ensure Workstation Risk Assessments are conducted for all new starters/when employee’s desk locations change and refer staff issues for Health and Safety risk assessments where appropriate (e.g. maternity).
Ensure all home working and lone working risk assessments are carried out for all staff as appropriate.
Liaise with the Facilities Administrator to ensure employees have the necessary equipment and access to IT to work effectively from both the office and home as necessary.
Ensure all driving licence and insurance checks are completed.
Staff Benefits
Provide first-line advice on current and existing benefits for employees and managers.
Administer, promote and track usage of Leukaemia Care’s staff benefits schemes such as the death in service benefit.
Projects under the direction of the COO
Assist the COO in developing and implementing new projects within the Finance and Admin Team.
Responsible for drafting the HR strategy for Leukaemia Care and updating the organizational plan and budget annually.
PERSON SPECIFICATION –
Skills/Abilities
Essential:
Excellent organisational and time management skills
Excellent communication and listening skills - diplomatic
Able to handle a wide variety of tasks.
How assessed:
CV and interview
Knowledge and understanding
Essential:
Highly literate (MS Office, Teams, GoogleDocs, Sharepoint, Zoom)
Solid knowledge of employment legislation and its application.
A knowledge of HR databases.
Desirable:
Understanding of blood cancers
How assessed:
CV and interview
Qualifications, training and education
Essential:
Degree (2.1 or 1st preferred), relevant professional qualification (CIPD level 5 or 7) and/or demonstrable experience
How assessed:
CV and interview
Experience
Essential:
Proven HR generalist experience of three to five years.
Designing induction programmes for employees.
Coaching and supporting managers on their responsibilities.
How assessed:
CV and interview
Other requirements
Essential:
Ability to deal with confidential information and maintain confidentiality is essential
The ability to work independently and problem solve
Ability to work well under pressure to deadlines
Good organisational ability
Dealing tactfully and professionally with colleagues is essential.
Attention to detail and accuracy
A good team player – able to link in and work well with a range of people within the organisation.
Able to work flexibly to meet the needs of the role with sufficient notice.
High levels of motivation, when working alone or with a team.
Desirable:
Comfortable working from both the office and home
How assessed:
CV and interview
Job Types: Full-time, Fixed term contract
Salary: £30,000.00-£37,500.00 per year
Benefits:
- Bereavement leave
- Casual dress
- Company pension
- Cycle to work scheme
- Flexitime
- Free parking
- Life insurance
- On-site parking
- Sick pay
- Wellness programme
- Work from home
Schedule:
- Flexitime
- Monday to Friday
Ability to commute/relocate:
- Worcester: reliably commute or plan to relocate before starting work (required)
Education:
- Bachelor's (preferred)
Experience:
- HR: 3 years (required)
Work Location: Hybrid remote in Worcester
Application deadline: 30/05/2023
