Job title: Human Resources Assistant
Reports to: Human Resource Manager
Location: Portland
Place, London
Department: Human Resources
Band
Competency profile
5
B
Overall purpose: To provide comprehensive, timely and effective Human Resources administrative support to the Human Resources team and the organisation across
various aspects of HR. Working closely with the other members of the HR team to ensure a customer focussed service is delivered to the organisation.
Responsibilities and outcomes
Knowledge, skills & experience
General role requirements/expectations
Key responsibilities
 Primary responsibility for updating and maintaining the HR
Database, manipulating data, running reports and providing
statistical information where appropriate.
 Ensure the collation and input of all relevant information
relating to payroll on a monthly basis
 Carry out all HR aspects of the new joiner administration
including offers, contracts and arranging induction sessions
 Responsible for leaver administration including the
production of exit interview statistics and information for
analysis.
 Provide administrative support to the Human Resources
team
 Coordinate recruitment and selection activities including
maintaining the recruitment website, internal advertising,
dealing with external agencies and processing job
applications.
 Be the main point of contact for training enquiries as well as
organising and facilitating training activities ensuring accurate
records are kept.
 Act as Data Protection Officer for the HR Department
 Ensure that staff files are maintained accurately and staff
administration is accurate.
 Responding to general HR queries from the organization.
Essential
 Strong administrative experience
within a busy office environment.
 Excellent IT skills, particularly Excel,
Word and Outlook
 Ability to build effective working
relationships with staff and managers
 Displays a flexible, can-do approach
to work
 Good numeracy skills
 Demonstrable ability to use initiative
and resolve issues in consultation
with team
 Good attention to detail
 A demonstrable interest in Human
Resources, training and development
 Experience of using databases,
preferably an HR information system
and ability to create reports for
manipulation
 Being able to manage workload
within conflicting deadlines
 Customer focussed approach to
work
 Experience of being involved with
the payroll process and drafting HR
correspondence, e.g. variation to
terms and conditions letters and
contracts
Roles at this level are accountable for most or all of the
following:
Key outcomes
 Administrative processes are undertaken in an accurate and
timely manner.
 Provide general Human Resources office support i.e. creating
and maintaining filing and administrative systems, post,
photocopying, taking messages, ordering stationary etc.
 Produce standard letters and other correspondence as
Scope
Administrative supervisor responsible for coordinating
the work of a team, or provides specialist/ analytical
support to professional staff.
Decisions
Decisions typically impact on effectiveness/quality of
service to individuals or another work area where
outcomes of work are likely to be apparent within a few
weeks. Supervision is available to guide priorities and to
help with issues that fall outside of existing operating
guidelines or knowledge.
People
Coordinators/analysts unlikely to have formal
responsibility for others.
Resources
May analyse or monitor budgets/physical resources, or
be accountable for the safe-keeping or maintenance of
allocated resources. The RIBA pro-actively seeks to
reduce the carbon footprint produced by our business
activities. All staff are expected to be aware of
environmental issues in the workplace and throughout all
activities assess and work to reduce the impact of the
RIBA on the environment.
Desirable
 Experience of working within a
September 2013
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appropriate.
Occasional project work as required.
Active participation in departmental meetings and
contribution to the development and promotion of the work
of the function.
Undertake other tasks and duties as may reasonably be
requested by the RIBA.
Professional approach to work.
human resources environment.
September 2013