Recruitment/HR Assistant

Job description

Job responsibilities

POST TITLE: Recruitment/HR Assistant

REPORTS TO: HR Manager

GRADE: £18,005 - Agenda for Change Band 2

JOB SUMMARY

To provide a quality Recruitment and HR support service to support the PICS HR function.

To be the first point of contact for Recruitment and HR enquiries, managing communications.

To work in close partnership with the HR team members to ensure that the Recruitment / HR Administration processes are coordinated and delivered in a professional and timely manner.

KEY TASKS

• Recruitment: to support the advert placement/ interview administration/ pre- employment clearance/ induction administration and on boarding of all new staff.
• HR Administration: To update HR System for staff amendments.
• Ensure all systems and records are updated and maintained to a high standard at each stage of the Recruitment/ HR Admin process.
• To be the first point of contact for applicants and Managers requesting recruitment information by phone, email or face to face. This includes dealing with queries in a professional manner, providing advice and ensuring follow up emails/ files notes/ databases are updated.
• To be the first point of contact for HR queries, diverting them to the appropriate person for resolution or taking contact details and messages as appropriate.
• To ensure that vacancies are not advertised without the correct pre-recruitment authorisation being in place.
• Process advertisements in full onto relevant job boards. This includes proof-reading adverts, JDs and Person Specifications for inaccuracies and co-ordinating vacancy files, to include vacancy job description/person specification, additional information and equal opportunities data.
• Responsible for the processing of shortlisting/ interview invitations, including the prompt distribution of documents / email notifications and updating of databases.
• Support applicants and managers with queries, including the correct use of any recruitment paperwork, forms, systems or databases.
• Production of letters/forms to both applicants and Recruiting Managers at any stage of the recruitment process from application to onboarding.
• Check right to work documents and work permits to ensure all candidates are eligible to work in the UK.
• Support pre-employment screening for each applicant, in alignment with the local policies and National Standards.
• Chase missing information from applicants at all levels including forms that have not been returned.
• Contribute to the ongoing improvement and development of recruitment/HR Administration procedures and processes.
• Organise meetings and requirements (e.g. booking rooms, arranging refreshments etc) and take notes, as necessary, at relevant meetings.

Person Specification

Qualifications

Essential

• GCSE (Grades A-C) or equivalent in English Language and Mathematics

Desirable

• Business Administration Qualification
• CIPD Certificate in HR Administration

Experience

Essential

• Administrative experience
• Working effectively to deadlines
• Basic numeracy
• Keyboard skills
• Good working knowledge of Microsoft Word, Excel and Outlook
• Previous experience in using spreadsheets
• Excellent IT Skills and ability to learn HR systems quickly.

Desirable

• Previous knowledge of database applications
• Ability to use PowerPoint, Trello and NHS Jobs
• Knowledge of IRIS HR Professional system
• Experience in recruitment or payroll

Personal Attributes

Essential

• Willing to learn new skills and undertake training and personal development as necessary
• Punctual
• Empathetic and understanding towards people and their needs
• Ability to work independently and demonstrate initiative
• Demonstrate a positive attitude towards change
• Good previous attendance record
• Able to exercise discretion and be diplomatic
• Ability to work as part of a team
• Able to attend PICS locations on a regular basis and travel independently
• Able to take feedback constructively
• Prepared to offer help to colleagues to achieve important deadlines, where appropriate
• Commitment to the Values of PICS
• Personally resilient

Desirable

• Flexible across hours of work when required

Communication Skills

Essential

• Excellent oral communications skills with colleagues and prospective employees, agencies, training companies (face to face and via the telephone)
• Good team working skills and co-operative team working
• Great customer care ethic

Administration Skills

Essential

• Able to plan and organise own work to achieve multiple deadlines in different areas of work (e.g. recruitmentl)
• Great attention to detail
• Able to maintain accurate administrative records
• Maintains a very high standard in the content and presentation of their work
• Ability to work quickly and accurately in Word and Excel
• Ability to process personal and sensitive information in line with the Data Protection Act and Information Governance guidelines
• Able to work effectively in a busy office
• Flexible approach able to respond quickly to new work or priorities

Desirable

• Able to run mail merge for multiple documents
• Able to use document templates
• Able to create formula and use advanced functions in excel

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Primary Integrated Community Services

Address

Unit H4 Ash Tree Court

Nottingham Business Park

Nottingham

Nottinghamshire

NG8 6PY

Employer's website

http://picsnhs.org.uk/ (Opens in a new tab)