Position Description and
Person Specification
Human Resources Coordinator
In each and every appointment for employment at Tai Poutini Polytechnic,
the “employer” is the Chief Executive of the institution.
Conditions of Service:
Individual Employment Agreement or Collective Employment
Agreement
Reporting to:
Human Resources Manager
Position Status:
Full-time, Permanent
Remuneration:
Equivalent to Allied Staff Collective salary scale
Grade 4 to Grade 5
Functional Relationships:
Internal:
All staff and managers
HR Team
External:
Payroll provider
Trade Unions
Professional Groups
General Public
Purpose of Position:
The Human Resources Coordinator has a key role in ensuring the effective
administration of the day-to-day operations of the Human Resources functions,
and providing a proactive and flexible service to managers, employees and
external stakeholders. The Human Resources Coordinator is expected to be
familiar with, and comply with, relevant Employment Legislation, and actively
seek to continuously improve and add value to the services HR provides.
Key Responsibilities/Accountabilities:
Recruitment, Selection and Appointment
Key Performance Outcomes
Co-ordination and facilitation of recruitment and selection
activity in accordance with organisational policy and
procedure.

Manages applications and enquiries regarding recruitment.
Liaise with recruiting managers on interview schedules and
books rooms, travel, accommodation if required.
Notifies applicants of successful and unsuccessful
applications in a timely manner.
Prepare offers of appointment, employment contracts and

TPP prepares students for
leadership roles involves
the development of
complex skills that can
often be developed best by
real-life active learning
experiences, collaborative
problem solving, and
exposure to challenging
situations through
experiential learning.
Sensitivity, confidentiality, efficiency and
courteousness is evidenced in all
communication.
All adverts are placed in most appropriate
mediums

All employment applications are
acknowledged within three (3) working days.

All induction material is prepared, up to date
and ready for each new employee prior to
1
Human Resources Coordinator 2016
any other employment related documentation.
Keep track of recruitment processes and ensure it happens
in a timely manner.
Conducts new employee induction and co-ordinates
orientation with department managers.
their start.



All new employee documentation is checked
and accurate prior to commencement and
personnel files established.
New start material such as Name badges,
pigeonholes, etc, have been
ordered/prepared prior to employee starting.
Seek advice from HR Manager as required
Payroll, Systems and Reporting
Key Performance Outcomes
Responsible for entering new joiners, and updating and
maintaining accurately the HRIS database with essential
personnel data

Databases are accurately updated in a timely
manner

Checks and balances / Audits are conducted
on a monthly basis with Payroll / Finance
systems
All HR systems are kept up to date and
organised.
Communications are clear and effective
Understands and complies with all legislative
requirements
Periodically audits the databases to ensure accuracy.
Systems and tracking spreadsheets are maintained and
developed accurately and at regular intervals so that
information is available in a format for reporting purposes.
Accurate collate all payroll changes and provide this
information to an outsourced payroll team in a timely
manner.



All paperwork in relation to payroll is accurate, with all
necessary approvals recorded.
Liaise with employees and the outsourced payroll team
regarding payroll enquiries from staff and provide a timely
response.
Prepare the reconciliation of payroll to finance at the end of
each fortnightly pay run.
Updates employee phone directory and company
organisational chart.
Assists in the development, and maintains the HR section of
the website, including staff profiles.
Assists with the tracking of departmental and TPP
measurements that support the accomplishment of TPP
strategic goals.
Prepares periodic reports for management, as necessary or
required.
Policy, Procedures and Compliance
Key Performance Outcomes
Preparation and administration of all employment related
information such as documentation relating to training and
development, performance management (PDPs), salary
increments and promotion, leave processing and
termination of employees are kept up to date.


Exit interviews are performed and information collated to
provide 6 monthly reports to management team.


All changes are communicated to individuals
All administration is prepared with accuracy
and information is held in confidence
Exit interviews completed before the person
leaves.
A proactive approach is taken to the
management and maintenance of records.
Maintains personnel files in compliance with applicable
legal requirements.
2
Human Resources Coordinator 2016
HR Advice and Guidance
Key Performance Outcomes
To be a point of contact for HR queries.

Provide accurate and timely advice and
guidance to managers and employees

Escalate HR matters as appropriate

Seek advice and guidance on HR matters as
and when required

Keep up to date with HR and ER legislation
changes
Those seeking support and advice report that
they have confidence in the service provided
and that their requirements have been
satisfactorily met and in a timely manner
Provide a high quality and responsive HR service through
appropriate operational HR advice, guidance and support to
all levels of the business to improve and build on business
goals.
Provide an advisory service to employees ensuring that they
are fully aware of their rights and entitlements.

General
Key Performance Outcomes
Assisting with the day-to-day efficient operation of the HR
office.

Participate in regular team meetings


Projects are completed in a timely manner
Project outcomes reflect consultation and
meet organisational requirements

Participate on various committees / projects.

Be open to consultation and seek regular
feedback from manager
Participating in the continuous improvement of the HR
administrative systems
Support and assist with the remote working nature of some
of the organisation, but being accessible to everyone
nationally.
Compliance with all relevant legislative and Code of Practice
requirements, including but not limited to, Public Finance
Act, Code of Practice for Pastoral Care of International
Students, Consolidated Code of Staff Ethics.
To work with the HR team on new HR initiatives.
Health and Safety
Key Performance Outcomes
Take all practicable steps to ensure the Employee’s health,
safety and welfare.

Compliance to TPP Health and Safety Policy
and the Health and Safety in Employment Act
1992

Ensure that all incidents and accidents are
reported without delay
Safety meetings are held and records kept
Comply with the requirements of any safety codes set down
from time to time by the Employer, or by the Ministry of
Business, Innovation and Employment.

If the Employee is in any way involved in an accident while
engaged in work for the Employer, he/she agrees to advise
the Employer of the details of any such accident without
delay. The Employee will log any incident or injury that has
occurred in the accident register provided by the Employer
on the day the accident occurs.

All employees are aware of the risks and
hazards associated with their tasks and
environment.
3
Human Resources Coordinator 2016
Person Specification:
These requirements are representative, but not all inclusive, of the knowledge, skill and ability required
to lead as the organisation’s Human Resources Coordinator.
Education

A tertiary qualification in Human Resources or related field is desirable, but not essential.
Experience:

Experience in a similar role as part of a Human Resource environment is essential.
Knowledge and Skills











Some understanding of core Human Resources and Employee Relations concepts and best practice
Some knowledge of Employment Legislation
Understanding of bicultural issues, including the Treaty of Waitangi
Proven organisational and time management skills
High standard of oral and written communication skills
Ability to make decisions and problem solve in short time frames
Excellent computer skills, including email, and Microsoft Office suite
Ability to interpret and apply employment agreements and policies
Skills in database management and record keeping.
Must be able to identify and resolve problems in a timely manner.
Must be able to gather and analyse information skilfully.
Personal Qualities:










Ability to work/liaise closely with staff at all levels of the organisation
Ability to work as an effective member of a team, also remotely working colleagues
High level of personal initiative and motivation
The ability to establish credibility with ease
A pro-active and independent attitude that will allow you to take the lead on projects.
Demonstrated integrity, respecting confidentiality and sensitivity of information
Ability to work with a high degree of diplomacy and co-operation
Demonstrated ability to work flexibly, be versatile, innovative and to be able to accept and adapt to
change
Ability to effectively manage multiple demands, reprioritise appropriately and meet deadlines
Ability to demonstrate sensitivity and be accommodating to cultural and other differences
4
Human Resources Coordinator 2016