Job Title: HR Assistant
Job Holder:
Grade/salary
Department: Business Services
Position of Job in Organisation Structure
MANAGEMENT COMMITTEE
Chief Executive
Business Services
Director
HR Manager
HR Assistant
Officer
Main Purpose of the Job:
1. To provide a high quality, proactive and responsive HR administrative and systems support across
the Association.
2. To provide support to the HR Manager and HR Officer in the provision of a professional day-today HR service to all Managers and Staff within the Association.
3. To assist in HR project work as appropriate and as part of the development of the service and the
delivery of the business plan.
4. To perform all duties to the highest standards of customer care, ensuring the needs of our
customers are met at all times
Core responsibilities:
Key results/outcomes/impact
1. Assist in the provision of first level advice and support to staff
and managers in accordance with the Associations’ HR
policies and procedures.
a. Staff who are fully conversant
with HR procedures. Staff receive
appropriate answers in line with
policies.
2. Assist and support the HR Manager on full cycle recruitment
campaigns, conducting all relevant processes from
placement of adverts to job offers. Participate in the interview
process.
b. Departmental KPI’s met for
recruitment process. Recruitment
process administered effectively
meeting legal and best practice
requirements.
3. Ensure accurate completion of all administrative procedures
relating to new employees, issuing of contracts, reference
checking, criminal record checks applications, leavers and
contract variations, ensuring all details are obtained, recorded
and communicated to other managers and staff as
appropriate.
4. Coordinate with Payroll in relation to all new salary details,
starter and leaver information and amendments and
adjustments as appropriate within the monthly deadlines.
5. Maintain accurate manual and computerised personnel
records systems using the HR database system. Define and
produce statistical reports from this database as required.
c. Accurate, relevant and up to
date employee records are
maintained.
d. Accurate, relevant and timely
information supplied to the Payroll
Administrator on a monthly basis.
e. Accurate, relevant and up to
date employee records are
maintained.
f. Managers supplied with
accurate and comprehensive
information and notes of meeting
6. Undertake word processing of correspondence and minute of
formal meetings as requested including investigations,
disciplinary and grievance hearings as directed by the HR
Manager.
which
ensures
that
the
organisation is not exposed to
legislative challenges.
7. Support Managers by acting as the HR liaison for meetings in
relation to investigatory and disciplinary issues and absence
review meetings as required.
g. Delivery of specific projects
within set timescales and with the
desired results.
8. Assist in specific projects and research as required to
facilitate the effective delivery of the HR departmental plan
9. Handle non routine issues and queries in the absence of the
HR Manager and HR Officer.
Accountability:
Budget - N/A
People - N/A.
PI’s – Departmental Indicators, Customer Service and Satisfaction, and Benchmarking data.
Responsible to: HR Manager
Responsible for: N/A
Key relationships with:
Internal:
HR Manager, HR Officer, Business Services team members, line managers, individual staff members.
External:
External agencies such as Disclosure Scotland, SSSC, advertising agency, job brokers, training
providers, prospective employees. Other stakeholders which support the business aims.
Essential skills, experience and competences:
Knowledge: Strong administration background and highly proficient ICT skills including database
systems, HR administration processes and basic employment law desirable.
Successful experience: Strong general administration background possibly gained within HR
environment or similar role
Skills and competences:
Excellent interpersonal and communication skills;
Plans workload efficiently, allowing for changing circumstances;
Operates in a methodical and organised manner, ensuring work is of the highest standard and accuracy;
Recognises the importance of prioritising workload;
Able to work on own initiative and be flexible and adaptable;
Looks to resolve problems effectively at the earliest opportunity;
Remains focused on customers’ needs and expectations and works on their behalf to improve service;
Does not make assumptions, clarifies queries through careful listening;
Good judgement and decision making skills.
Deals with colleagues in an empathetic manner, is non-judgemental and displays tact and diplomacy;
Professional and confidential;
Enthusiastic team player.
Qualifications SCQF level 7 equivalent in Business Administration or Human Resource related subject.
CIPD desirable.
Sign off (Chief Executive) …………………………………………………. Date …………………..
Specific targets agreed:


 Review date…………………