Location: Edinburgh
Level: N/A
Deadline: 20/01/2025 12:00
Hours: 21
Benefits: Generous range of benefits
Job Type: Permanent
Reports to the Head of HR
Job Purpose
To assist the HR Department to provide a professional HR service to all Faculty and FSL managers, and their staff, which is consistent with fair, equitable employment practices and contemporary best practice employee relations.
This job description outlines a comprehensive and supportive HR Administrator role within the HR department of the Faculty and FSL, focusing on administrative and collaborative tasks.
Main Responsibilities
HR System
* Learn and take accountability of the HR System, Cascade, and maintain accurate employee records and manage critical updates for staff changes such as changes in address, contract variations, employee benefits etc.
* Monitor and support in tracking training attendance on the HR System.
* Ensure absences are recorded and notify the HR team of Absence Management Procedure triggers.
* Support the administration of the yearly Salary Review and update the HR system.
Recruitment
* Posting vacancies on the Faculty recruitment site and external websites.
* Ensuring applicants have received application packs and fully completed applications are saved.
* Contacting applicants to set up interviews and assist with recruitment paperwork.
* Update all applicants on their application status with the support of HR lead handling the recruitment and handling any candidate queries.
* Support with the onboarding process for new starters ensuring all new documentation is completed.
* On a weekly basis, ensure the food provisions cupboards are restocked and advise Facilities department of stock levels.
* Assist the HR team with the Health & Safety and Wellbeing Committee meetings.
* Support the HR team in completing the actions from the meetings.
HR Files – Archiving Project
* Digitise and archive all HR files, by ensuring that all files are archived in terms of active and inactive files in the correct alphabetical order.
* Support the archiving project of scanning paper files to electronic files.
HR Budget
* Ensure HR invoices are submitted to the accounts promptly after approval for payment.
* Maintain expenses records on excel spreadsheet and provide expenditure reports for Head of HR.
* Collate and summarise monthly HR credit card expenditure and verify receipt of goods.
HR Other
* Support the team with general administration enquiries, by email, telephone or in person.
* To collate statistical information for reporting purposes for the Head of HR as and when required.
* To undertake any other duty or project as reasonably requested by the Head of HR.
Performance Requirements and Conditions
Education/Experience:
A basic education with a minimum of a National 4 in English & Maths.
Learning Period:
A minimum period of 12 months is required to gain a thorough knowledge of the Faculty’s culture; be well versed with Faculty’s policies, and practice.
Key Skills:
* A proactive, positive, professional and people-friendly approach
* Strong organisational, time management skills and a genuine desire to learn
* An effective communicator both written and verbally with stakeholders at all levels
* High level of accuracy and attention to detail
* Ability to show discretion and ensure confidentiality
Software Used:
* The post holder is required to work with the following software packages: MS Word, Excel & PowerPoint and the HR System, Cascade. Therefore, familiarity with these packages is desirable, although training in the HR system will be provided. A high level of computer literacy is essential.
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