JOB SPECIFICATION
Job title:
HR Administrator
Company:
Mears
Mears Group Plc
Line Report:
HR Administration Manager
Direct Reports:
None
Location:
Gloucester
DATE: July 2014
JOB PURPOSE
To provide a proactive, customer driven service to HRBP’s, Mears Branch Operational Network,
Legal Team, Payroll, Pensions, Employees etc. by providing accurate information & documentation in
accordance with HR policies and procedures, in a timely manner.
PRINCIPAL ACCOUNTABILITIES
Provide accurate and timely advice and information in response to enquiries from payroll, HRBP’s,
Legal team, branch managers, employees etc. in accordance with HR policies and procedures.
Flag up more complex HR issues to the HRBP’s in a timely and clear manner and provide remote
admin support
Develop and maintain a clear audit trail of all queries and responses.
Produce and issue accurate standard documentation e.g. offer letters, contracts & variations in
employment, in a timely manner as requested.
Participate in identifying and implementing continuous improvements to HR processes and activities.
Build, develop and maintain effective relationships with internal customers in allocated area(s).
Work closely with HR Data Input Administrators and payroll teams to ensure data integrity of the HR
and payroll databases at all times.
Cover for other team members as required to ensure the delivery of a seamless service.
Liaise with external third parties as required e.g. benefits administrators, government bodies, HR
database support, producing correspondence and documentation as required.
Develop and maintain a good working knowledge of all areas of HR procedures and good practice
ensuring up to date knowledge.
5
DIMENSIONS
The primary reporting line is to the HR Administration Manager; however the role will involve working
closely with HR Admin, Payroll, HR Operations, Legal and Branch Managers.
The post holder is required to follow Mears policies and procedures, ensuring the satisfaction of
employees at all times, and ensuring that open and consistent lines of communication are
maintained.
The role is based in the Gloucester head office, however on occasions the post holder may be
required to travel to other Mears Group branches.
FINANCIAL RESPONSIBILITY
The role is not a budget holding position.
COMMUNICATIONS
e
r The post holder will liaise with all levels of management and employees throughout the business to
s achieve the principal accountabilities noted above. The post holder will be required to communicate
with Payroll, HR Operations, Legal, Branch Managers and Administrators as well as with individual
employees to resolve any issues with routine HR enquiries as they arise.
The job holder will be required to liaise with external third parties e.g. benefit providers, as
appropriate.
KEY TASKS
General:
To ensure specific tasks are processed according to HR Administration Manager’s instructions and
direction
Enquiries:
- Ensure that all enquiries, calls, e-mails, letters etc. are responded to promptly or if this is not
possible that they are acknowledged promptly with an estimated response time.
- Where an enquiry requires further information in order to close it out, request that information
promptly from the appropriate person, following up if necessary.
- Where an enquiry response is delayed, update the originator in a timely manner to manage
their expectation.
- Ensure that information provided in response to enquiries is accurate, consistent and in
accordance with relevant HR policies, procedures and practices.
- Where an enquiry or issue raised is more complex or specialist, ensure that this is forwarded to
the relevant person for action, in a prompt and clear manner.
- Accurately record all enquiries and actions taken to ensure a clear audit trail at all times
- Highlight any recurring issues so that the appropriate corrective action can be identified and
implemented
Holidays, Sickness and Other Absences:
- Using trigger reports from the Data Input Administrators flag the following to the appropriate
person for action:o Where an employee reaches an absence trigger
o Where an employee is absent without prior authorisation
o Where a statement of fitness for work is overdue
o Where an employee has been continuously sick for a period that exceeds 20 working
days
o
Where a statement of fitness for work indicates one of the following (having liaised with
branch management first if necessary):
 An ongoing illness such as diabetes, arthritis
 Stress or other mental illness
 Heart condition
 Anything relating to muscles or joints e.g. bad back, tendonitis
 Anything pregnancy related
 Hospitalisation
 Accident or injury at work
Consulting the HR Administration Manager if in doubt.
Self Development
- Take responsibility for ongoing professional self development;
- Participate in any internal/external training courses as required;
- Know, understand and work to the key performance indicators and standards of performance;
- Ensure effective lines of communication are maintained at all levels;
- Facilitate effective team-working by actively promoting harmonious relationships for the benefit
of continuously improving team performance;
Contribute to the identification of opportunities for performance improvement for the department.
Corporate and Social responsibility (CSR)
Mears Group invests significantly in CSR. The post holder will be expected to support such activity
within the branch in support of group policy.
Ad hoc tasks
- Keep up-to-date with all HR matters to ensure that the service provided continues to be
accurate and within UK law.
The above are the principal tasks for the post of HR Administrator; however the post holder will
undertake any other duties as required by the company from time to time to comply with the
operational demands of the company. If these duties are of a greater level of responsibility or skill
that those required in the post, then full training and appropriate supervision will be provided.
PERSON SPECIFICATION
Essential
Minimum of 2 years experience of HR administration required.
Knowledge of HR processes and procedures.
Ability to work in a confidential environment.
Ability to communicate at all levels with people from varying backgrounds both orally
and in writing.
IT Skills – Confident user of Microsoft packages, including word and excel.
Flexibility with hours and peak periods of work is essential, adapting according to the
operational demands of the company.
Customer Service Skills – experience working with and providing a service to internal
and external customers; strong verbal communications skills; ability to work to tight
deadlines; a proactive approach to resolving employee and branch problems and
queries.
e
Experience of Pyramid HR and Snowdrop.
Desirable
Certificate in Personnel Practice qualification.
Good awareness of Health and Safety
Competencies
Strong knowledge of IT systems.
Flexible and adaptable in approach to work with the ability to multi-task, and to work
to deadlines.
Highly organised with the ability to prioritise.
Meticulous and accurate, paying excellent attention to detail.
Forward planning.
Decision making skills.
Problem solving.
Able to readily identify problem areas.
Good communicator and personable.
Able to work as part of a team.
Able to build working relationships with management and administrative staff at other
branches of Mears.
Demonstrates the MEARS 5 Behaviors.
Motivational – And able to motivate and inspire others to succeed
Empowers - Colleagues and creates an environment of trust
Ability To put the customer first.
Role Model - (Respect)
Standards – Sets, maintains and monitors high standards
Mears is a provider of services to many local communities often with a high level of vulnerable persons
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