Retail HR Administrator Recruitment Pack September 2017
September 2017
Dear Prospective Candidate
Re: Retail HR Administrator Thank you for your interest in the position of Retail HR Administrator at Kent Union. We are a successful, vibrant and exciting organisation with a bright future ahead of us. We have achieved a great deal in the last few years, more than doubling in size to our current £11million turnover, 500 employees and 2,500 + volunteers. We were re-accredited with Investor in People Gold status in December 2014, and were accredited with Leaders in Diversity in 2013; we were the first student’s union in the UK to achieve Investing in Volunteers status and we have been included in the Sunday Times 100 Best Not-For-Profit Organisations to Work For, for 8 years, placed 24th for 2017. The role of Retail HR Administrator is a key role within our busy Retail Department. The post holder will be responsible for supporting the HR functions of Retail, including scheduling, training, recruitment and record keeping. The post holder’s key duties will include creating and maintaining schedules for staff, collating and submitting timesheets to payroll, recording training completed, managing the Student Staff shift swap process and coordinating the annual student staff assessment centres. In doing so, the HR Administrator ensures that we have well trained staff, in the right places at the right times, enabling us to deliver excellent customer service to over 25,000 customers per week. This pack should provide everything you need to support your application. It contains:
Job description Person specification Copy of full advert Summary conditions of appointment Summary governance and management arrangements Application and selection process and timetable
If you require further information, please contact our Andrew Duffield, Head of Retail on 01227 823093 to discuss this opportunity further or visit http://www.kentunion.co.uk/careers/
Yours faithfully, Andrew Duffield Head of Retail
Job Description – Retail HR Administrator Department: Retail Reports to: Retail Assistant Manager, Administration Direct reports: N/A Role Purpose: Support the Retail Systems department in the day to day operation of Kent Union’s Retail facilities Duties and Responsibilities Financial Responsibilities: 1. Responsible for the completion of the monthly student staff time sheets and their accurate reporting to the HR department each month to allow payment through the University payroll department. 2. To ensure student labour costs are collated on a weekly basis and reported to the Head of Retail and the Finance department. Operational Duties 1. To ensure the health and safety of staff, customers and suppliers, in line with the Union’s Health and Safety Policy. 2. To ensure that the Union’s Health, Safety and Well-being Policy and appropriate Health and Safety legislation is adhered to at all times 3. Support the Assistant Administration Manager in the completion of termly staffing rotas to budget, maximising staff productivity and ensuring we have the right people in the right place at the right time. 4. To coordinate the Student Staff shift swapping process, ensuring procedures have been followed 5. To ensure accurate human resources records, databases files and systems are maintained with absolute confidentially and in line with the data protection act. 6. To coordinate recruitment assessment centres for student staff, ensuring adequate numbers of trained assessors are in place. 7. To coordinate all recruitment for the Retail Department, ensuring that Kent Union’s Recruitment, Selection and Induction Policy is adhered to. 8. To assist managers with the induction of new staff to Kent Union and to coordinate any training needed within the Retail Department. 9. To ensure excellence in customer service, making sure that customers’ expectations are exceeded whenever possible in line with customer service training. 10. Carry out other duties and activities as reasonable be required to support colleagues in achieving Kent Union’s Plan. 11. To assist in planning all staff holiday cover, exam leave and shift swap requests in line with the agreed budget of the Retail Department. 12. To ensure that Kent Union’s procedures on the employment and ongoing management of Tier 4 Student Staff is adhered to at all times.
Expected Behaviours 1. To attend training sessions, and appropriate meetings as and when required by Kent Union. 2. To contribute to the positive image of Kent Union with students, University and the local community. 3. To demonstrate understanding of the organisations democratic structures. 4. To ensure all systems to reduce Kent Unions’ impact on the environment are adhered to. 5. To act as an ambassador for Kent Union and show loyalty to the organisation, abiding by the Union’s Constitution, policies and procedures at all times. 6. To undertake other tasks and responsibilities compatible with the level and nature of the post as required by your manager from time to time.
Person Specification Essential requirements should be demonstrated before appointment and maintained in post. Desirable elements should be developed and maintained once in post as needed Qualifications
Essential
Desirable
Tested at Interview
Tested at application X X
GCSE Maths and English or equivalent First Aid/Health & Safety Qualification Experience
X X
Experience of working in a busy, customer-focused organisation Experience of working in an HR environment Experience of general administrative work Knowledge
X X
X X X
X X X
X
X
X
X
X
X
X
X
X
X
A good understanding of standard practice in letter writing, memo, fax and emails A good understanding of best practice in filing, secretarial and administrative systems A good knowledge of best practice in IT systems, including Microsoft Office Skills and Abilities The ability to handle competing priorities and a challenging workload in a pressurised environment, with the skills to develop productive relationships with a range of internal and external stakeholders A firm commitment to thoroughness, perseverance and good attention to detail Excellent communication skills, with the ability to communicate clearly and concisely, in a positive way, choosing the most appropriate method of communication for the audience Provides outstanding service to stakeholders; takes pride in own work and that of term members; goes the extra mile for customers; is punctual, friendly and has a positive attitude Values & Behaviors
X
X
X
X
X
X
X
X
X
X
X
X
Evidence of a personal commitment to continuing professional development A commitment to equality of opportunity; someone who builds a culture of inclusivity and removes barriers to diversity A team player, who helps others build a successful team, celebrates others’ success and supports others to achieve individual and team goals
X
X
X
X
X
X
Retail HR Administrator Annual Salary £15,820 35 hours per week Generous Pension and benefits 37 days annual leave, increasing to 42 after 5 years Thank you for your interest in the position of Retail HR Administrator at Kent Union. We are a successful, vibrant and exciting organisation with a bright future ahead of us. We have achieved a great deal in the last few years, more than doubling in size to our current £11 million turnover, 500 employees and 2,500+ volunteers. We were re-accredited with Investor in People Gold status in December 2014, and were accredited with Leaders in Diversity in 2013; we were the first student’s union in the UK to achieve Investing in Volunteers status and we have been included in the Sunday Times 100 Best Not-For-Profit Organisations to Work For, for 8 years, placed 24th for 2017. The role of Retail HR Administrator will be responsible for providing support in the management of scheduling and training needs for all staff. They will assist in the upkeep of HR records and the planning of recruitment and selection. The post will need to be adept at handling competing priorities and a challenging workload in a busy environment. You will have strong IT skills, especially in Microsoft Access, Excel and Outlook. You will be a self-motivated, flexible individual, who can work well within a team or on your own. You will ideally have experience working in a busy customer focused environment and will have excellent verbal and communication skills. For further information about this opportunity please contact Andrew Duffield, Head of Retail on 01227 823093. For an application pack, please visit http://www.kentunion.co.uk/careers. Closing date for applications: 12 noon, 12 October 2017 Interviews: 20 October 2017
Summary Conditions of Appointment
Salary This post is at Grade 2 of Kent Union’s pay scale, starting at £15,820 per annum. Staff normally move up one incremental point annually, subject to performance. Notice Period The notice period for this position is one-month. Probationary arrangements This post is subject to a 6-month probationary period, with 1, 3 and 6-month reviews. Annual Leave Entitlement The post-holder is entitled to 23 days’ leave, increasing by 1 day a year to a maximum of 28 days; 6 ‘customary’ days’ leave, normally taken over Christmas; and the 8 statutory leave days for England. Total entitlement is therefore 37 days in year 1, rising to 42 days after 5 years. Pension The post-holder is entitled to join the Superannuation Arrangements of the University of London (SAUL), CARE pension scheme with salary sacrifice, in which Kent Union contributes 16% and employees contribute 6% of salary. Alternatively, the post-holder can join a personal pension scheme through Scottish Equitable, in which Kent Union contributes 6% and employees contribute 3% of salary. Hours of Work The contracted hours are 35 hours per week. Work-Life Balance Kent Union is committed to facilitating a healthy work-life balance and has cutting edge flexible working policies, including extensive maternity, paternity and grand-parent leave; generous adoption and parental leave entitlement; facilities for sabbatical leave; the option to work from home on occasion and time off for volunteering. The role will typically require the post holder to work office hours, 0800-1600, however there will be the occasional need for flexibility. Equality of Opportunity Kent Union is committed to the principles of equality of opportunity and will endeavour to meet the needs of any candidate who fulfils the requirements of the person specification.
Summary Governance and Management Arrangements Our Belief We believe every student at the University of Kent should have the opportunity to try out new experiences, have fun, make new friends and be part of a community; we believe every student should have the opportunity to fulfil their potential in life, have a voice in society and make a difference.
We believe that Kent Union is integral to empowering students to realise this belief. Our Mission We are a charity that supports students at the University of Kent; we:
Stand up for students Help them have the best time at Kent Prepare them for life after Kent
Our Values
Bold – we are brave and courageous; we stand up for students’ rights; we are innovative and we challenge the status quo Inclusive - we welcome all people and appreciate their uniqueness; we are champions of equality and diversity Supportive – we look out for people; we want students to succeed in life so we offer transformative experiences for them to get involved in; we ensure our staff have a healthy work-life balance
Legal Status Kent Union is an unincorporated association and a registered charity. The Union has a Board of Trustees, which is legally responsible for all aspects of the organisation. Democratic Structures Kent Union is a membership organisation; all students at the University of Kent are automatically members of Kent Union. The membership provide strategic and political direction through the Union’s democratic structures, including referenda, the Annual General Meeting, Union Council, four debating zones and seven elected Trustees. The Trustees The Trustees of Kent Union are the five ‘sabbatical officers’, four ‘external’ trustees and four ‘student’ trustees. The sabbatical officers and two of the student trustees are elected each year by and from the student membership of Kent Union. The sabbatical officers take a year out of their studies (or immediately after graduating) to serve as a trustee; they can stand for re-election for a second year if they choose, but can serve for no more than two years. Unlike the trustees of most
registered charities, the sabbatical officers are paid a living allowance and work a normal working week. The four student trustees have all the responsibilities of being a trustee, but are still studying and fulfil their duties on a ‘part-time’ and voluntary basis. Two of the four student trustees are elected by cross-campus ballot and take office on 1 July each year; the other two student trustees are selected via a recruitment process in the October of each year. Staff and Management Structure Kent Union employs approximately 500 staff to provide services for its members. Staff are of two types – approximately 360 student staff, who work whilst completing their studies at the University of Kent; and approximately 140 career staff – professionals who have made working at Kent Union part of their career. The Board of Trustees oversees the work of staff through the Chief Executive and Director Group, who in turn manage staff through the 15 senior managers, each of whom is responsible for one of the Union’s Departments or a strategic function.
Application and Selection Process and Timetable Recruitment and Selection Timetable 19 September 2017 12 October 2017 12 October 2017 20 October 2017
Advertise position Applications close (12 noon) Short-list meeting Interviews in Canterbury
Applications To apply please download and complete an application form from our recruitment website http://www.kentunion.co.uk/careers and email it, along with the Equal Opportunities Monitoring form to
[email protected]; please ensure that you pay particular attention in your application to detailing how you meet the requirements of the person specification. The Equal Opportunities Monitoring Form will be separated from applications prior to short-listing. Completed applications must be received by 12 October 2017 midday. Website Kent Union’s website contains further background information about Kent Union to help potential applicants. Potential applicants are encouraged to look at the website prior to applying; the website address is www.kentunion.co.uk Further Information and Questions For further information, please contact Andrew Duffield, Head of Retail on 01227 823093.
