HR Administrator (Maternity Cover) Recruitment Pack November 2017
November 2017 Dear Prospective Candidate Re: HR Administrator (maternity cover) Thank you for your interest in the position of HR Administrator (maternity cover) 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 2,000+ volunteers. Kent Union is a great place to work. We were re-accredited with Investor in People Gold status in December 2013, and were accredited with Leaders in Diversity in 2013; we were the first students union in the UK to achieve Investing in Volunteers status and have been included in the Sunday Times 100 Best Not-For-Profit Organisations to Work For, for 8 years, placed 24th for 2017. The People Department is responsible for implementing the Union’s ‘People Plan’, ensuring our people ae all working together to achieve our charitable purpose. We are looking to recruit a full-time HR Administrator to provide maternity cover from January 2018 to December 2018. The role will support the HR Team in a variety of administrative duties. Including; ensuring accurate human resources records, databases files and systems are maintained with absolute confidentially, to provide general administrative support, including minute taking, typing minutes, letters, memos and reports, and archiving files, and be the first point of contact for general HR enquiries from both internal and external customers. You will be self-motivated, a good communicator with excellent IT skills and have the ability to meet deadlines, with good attention to detail.
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 Victoria Todd, Head of HR on 01227 824249 to discuss this opportunity further or visit http://www.kentunion.co.uk/careers/ Yours faithfully, Victoria Todd Head of HR
HR Administrator Job Description Department: Reports to: Role Purpose:
HR Administrator People Head of HR The post-holder will be responsible for carrying out the administrative functions within Human Resources, ensuring adherence to legislation and Kent Union’s policies and procedures at all times
Financial Responsibility 1. To input monthly staff hours onto the University’s spreadsheet, informing the pay office of any changes in details/pay or additional payments 2. To support the department with the processing of financial paperwork including invoices, purchase orders and internal transfers. Operational Duties 1. To co-ordinate all recruitment for Kent Union, ensuring that Kent Union’s Recruitment, Selection and Induction Policy is adhered to 2. To be the first point of contact for general HR enquiries from both internal and external customers 3. To ensure accurate human resources records, databases files and systems are maintained with absolute confidentially and in line with the data protection act 4. To abide by all relevant legislation and statutory requirements pertaining to employment 6. To support the People Department with inductions and key training events, including; Staff Development Days, staff socials and wellbeing events across the year 7. To provide support within the organisation on equality of opportunity, challenging discrimination, championing diversity and promoting inclusiveness 8. Co-ordinating the monthly absence management process working with line manager to highlight absence issues 9. To provide general administrative support, including minute taking, typing minutes, letters, memos and reports, and archiving files 10. To ensure that Kent Union’s procedures and legislation on the employment and ongoing management of Tier 4 Student Staff are adhered to at all times Expected Behaviours 1. To contribute to the positive image of Kent Union with students, the University and the local community
2. To go above and beyond to create lasting impressions 3. To ensure active ownership of complaints, whilst proactively solving them, and exceeding expectations whenever possible 4. To challenge the ‘one size fits all mentality, and constantly think like a member/customer 5. To seek ways to make our resources go further and take care of Kent Union’s reputation 6. 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 7. To undertake other tasks and responsibilities compatible with the level and nature of the post as required by your manager from time to time
This job description does not form part of your contract of employment
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 X
X
X X X
X X X X
GCSE Maths and English or equivalent CIPD Qualification or equivalent First Aid/Health & Safety Qualification Experience Experience of working in an HR environment Have experience in working with a range of IT systems Experience of general administrative work Knowledge A good understanding of employment legislation
X
X
X
A good understanding of personnel processes
X
X
A good knowledge of best practice in IT systems, including Microsoft Office A good understanding of standard practice in letter writing, memo, fax, and emails Skills and Abilities Sound judgement and ability to handle competing priorities and a challenging workload in a pressurised environment Proficient in IT, specifically Microsoft Office
X
X
Ability to operate effectively in a complex environment, with the political skills and acumen to develop productive relationships with a range of people Good communication skills, with the ability to relate to and communicate effectively with people at all levels Values & Behaviors Evidence of a personal commitment to continuing professional development Demonstrates compassion, care and empathy, ensuring tact and sensitivity when dealing with individuals 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 A strong commitment to working in a democratic and membership organisation
X
X
X
X
X
X
X
X
X X X X
X
X
X X
X
X
X X
X
X
X
X
X
X
X
X
HR Administrator (maternity cover) Annual Salary circa £16,000 Generous pension and benefits 37 days annual leave Thank you for your interest in the position of 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 2,000+ volunteers. Kent Union is a great place to work. We were re-accredited with Investor in People Gold status in December 2013, and were accredited with Leaders in Diversity in 2013; we were the first students union in the UK to achieve Investing in Volunteers status and have been included in the Sunday Times 100 Best Not-For-Profit Organisations to Work For, for 8 years, placed 24th for 2017. The People Department is a central supporting department within Kent Union and is responsible for implementing the Union’s ‘People Plan’, ensuring our people are all working together to achieve our charitable purpose. We are looking to recruit a full-time HR Administrator to provide maternity cover from January 2018 to December 2018. The role will support the HR Team in a variety of administrative duties. Including; ensuring accurate human resources records, databases files and systems are maintained with absolute confidentially, to provide general administrative support, including minute taking, typing minutes, letters, memos and reports, and archiving files, be the first point of contact for general HR enquiries from both internal and external customers. You will be self-motivated, a good communicator with excellent IT skills and have the ability to meet deadlines, with good attention to detail. This is initially a one year fixed term post, with the possibility that the role will become permanent. For further information about this opportunity, please contact Victoria Todd, Head of HR on 01227 824249. For an application pack, please visit http://www.kentunion.co.uk/careers. Closing date for applications: Interviews:
Wednesday 22 November Thursday 30 November
Summary Conditions of Appointment Salary This post is at Grade 2.1 of Kent Union’s pay scale with a starting salary of £15,821. Staff normally move up one incremental point annually, subject to performance.
Notice Period The notice period for this position is one-month.
Annual Leave Entitlement The post-holder is entitled to 23 days’ leave; 6 ‘customary’ days’ leave, normally taken over Christmas; and the 8 statutory leave days for England.
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 35 hours a week, office hours are typically 9am-5pm, but the hours can be work flexibly. The period of maternity leave cover will be from January 2018 to December 2018.
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.
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 Why we’re here - 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
Why we do it - our beliefs 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.
Where we’re going - our vision Our Vision is for students at Kent to have one of the best student experiences on the planet, to be the best students’ union in Europe and to be a world class employer in the Not-for-Profit Sector; we know this is ambitious, but our strategic plan, our culture, our values and our mission will help us achieve our vision.
How we’re perceived - 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 petition and feedback mechanisms, all student votes, referenda, the Annual General Meeting, a Campaigns Forum, Executive Committee 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 1st 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 Wednesday 1 November
Advertise position
Wednesday 22 November
Applications close
Thursday 23 November
Short-list meeting
Thursday 30 November
Interviews in Canterbury
Monday 8 January
Anticipated start date
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 22 November. 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 or to arrange a conversation about the role, please contact Victoria Todd, Head of HR on 01227 82 4249
