JOB DESCRIPTION
JOB TITLE:
Human Resources Administrator
DEPARTMENT:
Human Resources (HR)
EMPLOYER:
Oxford Diocesan Board of Finance (ODBF)
LOCATION:
Initially based at Oxford Diocesan Office in North Hinksey village,
on the outskirts of Oxford and travelling across the Diocese of
Oxford. However, Church House will be relocating within the
Oxford area and this is likely to be in the next 12 months.
ACCOUNTABLE TO:
The Director of Human Resources
KEY RELATIONSHIPS:
Works closely with the Director of HR, other members of the HR
team, members of the HR Panel and staff in Diocesan Church
House
BACKGROUND
In 2013, the Diocese of Oxford created a new department that combines clergy and lay HR
functions to enable the diocese to develop and effectively execute its ‘Living Faith’ strategy by
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Developing and implementing consistent and effective diocesan HR policies, systems and
practices
Working with the leadership team to facilitate organisational change
Providing timely and credible advice and guidance to the leadership team regarding
productivity , management and development of the workforce
Enabling the development of the workforce (clergy and lay) by working together with
other departments to identify and implement effective learning and development
strategies
ODBF’s Christian vision, ethos and principles underpin all aspects of the way the Board runs.
The post-holder must be committed to the ODBF’s principles and values, and support the
Diocesan "Living Faith" framework.
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JOB PURPOSE
To support the HR department in the delivery of an effective HR service to the ODBF, ODBE and
to Bishop’s Staff on clergy related matters by providing confidential specialist organisation,
administration, data management and customer care services in this area.
The post holder is expected to carry out the professional duties of an HR Administrator as
described below by working in collaboration with other members of the team and under the
leadership of the Director of HR
------------------------------------------------------------------------------------------------------------------------PRINCIPAL ACCOUNTABILITIES
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To organise and administer all aspects of HR work by developing and maintaining
effective HR administrative systems
(70%)
To administer the DBS processes
(15%)
To maintain HR web based resources by keeping up to date with developments in
employment and ecclesiastical legislation
(10%)
To undertake wider agreed tasks that supports the work of the HR department as well as
their own professional development
(5%)
DUTIES AND RESPONSIBILITIES:
1.
To organise and administer all aspects of HR work by developing and maintaining
effective HR administrative systems
The responsibilities of the post-holder are divided into the following areas of work:
Recruitment & Selection
 Working closely with the HR Adviser, support the production of job advertisements;
place and monitor them accordingly
 Liaise with the Advertising Agency to promote vacancies and Diocese of Oxford as an
employer of choice
 Update recruitment pages of the organisation’s website
 Support the recruitment process by producing short-listing grids; photocopying
applicants’ application forms; booking rooms; liaising with the short-listing panel
 Ensure that selection activities run smoothly
 Handle all correspondence relating selection activities
 In conjunction with the HR Adviser, administer recruitment monitoring forms relating to
both employee and clergy appointments and provide information for response analysis
 Administer post selection correspondence including successful and unsuccessful letters
to candidates and obtaining references
 Develop and maintain a system for issues relating to right of work in the UK
Starters and Leavers
 Support the HR Adviser in putting together contracts of employment and other
documents ready for a new staff member to join us
 Support the induction programme by preparing induction schedules; photocopying
packs and welcoming new staff members to the organisation
 Organise exit interviews when appropriate
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Learning and Development
 Support the organisation and administration of staff and clergy training sessions,
workshops and other relevant activities
 Develop and maintain a system for recording individual and department training
records
HR records
 Maintain up to date personnel records both electronic and manual including
information inputting and retrieval of relevant data. This includes the current
Filestream document management system and any future HR Management system
 Collate monthly payroll figures
 Provide monthly reports – turnover, recruitment costs etc
 Maintain records of all schemes and external providers’ lists
Benefits, Health and Wellbeing
 Administer the company benefit scheme to include healthcare, pension, life assurance
and EMT benefits
 Liaise with external providers such as Occupational Health for referrals to take place in
a timely manner
Coordination of HR Panel; any sub-committee meetings and other departmental meetings
 Support the Director of HR in setting up HR Panel meetings
 Process papers, correspondence, and agendas for appropriate committees and
meetings so that they run smoothly
 Correspond with members of the HR Panel and sub-committees in terms of their
availability for the meetings
 Book venues and refreshments for meetings as required
 Minute meetings
 Liaise with Heads of Departments regarding agenda items for the meeting
 Monitor action points
2. To administer the DBS processes
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Maintain Diocesan parish Verifier and Recruiter records
Respond to parish queries by phone, email and post
In conjunction with the HR Adviser, oversee checking of Invoices from The Churches
Agency for Safeguarding (CAS) with the Diocesan Countersignatory team, and initiate
payment.
In collaboration with the Diocesan Safeguarding Adviser, from time to time, prepare
and e-mail information to parish Verifiers
3. To maintain HR web based resources by keeping up to date with developments in
employment and ecclesiastical legislation
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Keep up-to-date both employee and clergy HR pages on the diocesan website
Respond to queries relating to the HR pages
Liaise with Communications department for any technical maintenance of the pages
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4. To undertake wider agreed tasks that supports the work of the HR department as well as
their own professional development
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Support and contribute to organisation’s projects, including researching and
benchmarking on HR matters
Promote equality and diversity as part of the culture of the organisation
Carry out any other duties and responsibilities as required in line with operational
needs
Comply and fully cooperate with Diocese of Oxford health and safety policy
Maintain an up-to-date knowledge of technical competency areas and take a proactive
approach to continuous professional and personal development
Participate in the Diocese of Oxford performance management processes
PLANNING & ORGANISATION:
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To prioritise duties in order to meet prescribed deadlines
To support an effective HR service by:
o Dealing with incoming and outgoing email and mail
o Developing and maintaining an appropriate ‘brought forward’ system operates to
ensure that all matters are dealt with in a timely manner by the department
o Dealing with all telephone calls in an efficient, helpful and friendly manner, ensuring
that queries are responded to effectively and efficiently
o Maintaining accurate and up to date departmental information, including electronic
and manual records and reports
DECISIONS:
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Use initiative to enable progress within their area of work
Influence decision making by providing accurate and timely information and data
CONTACT WITH OTHERS:
Internal:
 Employees of ODBF and ODBE
 Temporary Workers/ Volunteers
 Clergy in the Diocese of Oxford as appropriate
 Human Resource Panel Members
External:
 Employees of companies/ organisations that provide professional services to the diocese,
such as: resourcing and employment agencies, occupational health, mediation, counselling
services, organisational development consultancy, employment law and ecclesiastical law
solicitors etc
 Members of HR professional bodies (ACAS, CIPD) and HR colleagues from other dioceses or
organisations
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PROFESSIONAL STANDARDS - KNOWLEDGE, SKILLS AND COMPETENCIES
Knowledge
Essential
 Competent knowledge of administration in a business context
 Understanding of the HR profession and its role in the organisation
 Understanding of the importance of safer recruitment and confidentiality
Desirable
 Awareness of employment and ecclesiastical laws
 Understanding and awareness of Church structures
Experience
Essential
 Minimum three years’ experience in general administration, in particular:
o Developing and implementing both manual and electronic administrative systems
o Providing effective and customer focussed administrative support
o Organising and coordinating meetings
o Handling confidential and sensitive information
Desirable
 Experience of administering a company pension scheme/s
Technical and applied skills
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Excellent time management and organisational skills
Excellent interpersonal and communication skills
Flexibility towards managing priorities and work generally
Ability to maintain accuracy in a high volume environment
Ability to work on own initiative with minimum supervision
IT skills including use of HR Management systems and a proficient use of word processing,
use of internet applications and social media for work purposes
Personal aptitudes
Essential
 A pragmatic and 'can do' attitude, along with energy and enthusiasm
 Personal effectiveness
 Delivering excellent customer service
 A good team player
 Problem solver and results driven
 Understanding of and empathy for the work of the Church of England as well as ability to
subscribe to the companies Christian ethos and values
Desirable
 Engagement with the life of the Church
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GENERAL INFORMATION
Remuneration
TBC
Hours of work
Nominal record of 35 hours, Monday to Friday, but a flexible
approach to working is expected
Place of work
Diocesan Church House, North Hinksey, Oxford.
Holidays
Equivalent to 22 days paid leave in the first year rising to 25 days
thereafter. In addition to the usual public holidays, Ascension Day,
Maundy Thursday and Christmas Eve
Pension
Provision
Probation
period
Notice period
Membership of the Church of England Pensions Board Pension
Builder 2014 Scheme
Six months, during which time progress is regularly reviewed and
the period may be extended.
During probation, 1 month and thereafter, 3 months from either
side, or the statutory minimum (whichever is greater).
Circumstances
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Currently the office is located in North Hinksey village, on the
outskirts of Oxford, however we will be relocating within the
Oxford area and this is likely to be in the next 12 months.
Travel within the Diocese of Oxford
Travel to national and regional training and networking events
May be required to work occasional evenings, occasional
overnight stays in relation to training
NOTE:
The current main duties and responsibilities of this post are outlined in this job description.
The list is not meant to be exhaustive. The need for flexibility, shared accountability and team
working is required. The post-holder is expected to carry out any other related duties that are
within the employee's skills and abilities, commensurate with the post’s banding and whenever
reasonably instructed.
It is the practice of the Diocese of Oxford to review job descriptions annually to ensure that
they relate to the role as then being performed or to incorporate whatever reasonable changes
that have occurred over time or are being proposed. This review will be carried out by the line
manager in consultation with the post-holder before any changes are implemented. The postholder is expected to participate fully in such discussions and implementation.
Date of Next Review: End of probationary period
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