Human Resources Administrator

Closing date: 17 th June Human Resources Administrator NIFRS HQ, Lisburn Temporary (Approx 6 weeks with possible extension) £16.68 per hour 36.25 hours per week Main Purpose As an integral member of the Employee Services Team, provide a modern, professional and customer focused HR administrative service to support the vision and mission of NIFRS. Main Roles and Responsibilities To provide a professional and confidential administrative service for all aspects of the Human Resources function in accordance with the NIFRS HR policy framework, employment legislation, HR best practice and Data Protection legislation. This includes support for Resourcing, Business Partnering and Equality, Diversity and Inclusion functions in regards to contracts, procurement, and monthly reporting.

Ensure on a daily basis that all administrative duties within the Employee Services section are efficiently and effectively carried out and to collaborate with colleagues to ensure that constantly changing tight deadlines and conflicting priorities are met. To provide guidance and support to managers and staff at all levels, in employee services issues, including clarifying terms and conditions in line with legislation, policy and NJC Conditions (Green, Grey and Gold book). To maintain an up to date knowledge of developments across a broad range of HR-related activity to include changes to regulations, legislation and national/local terms and conditions of employment.

To produce a range of general correspondence in line with NIFRS policies across the service and ensure relevant electronic and paper records are filed accurately and on a timely basis in line with GDPR and Record Retention Policies. To ensure electronic systems, databases and spreadsheets used by HR (for example PAMS, Pharos, MIS) are maintained accurately and on a timely basis to support the People and Culture Directorate. To ensure all computerised and manual employee records are up to date and accurate and to liaise with departments such as Establishment Office, Payroll and IT regarding changes.

To update and maintain employee records and databases to include Paternity, Maternity, Flexible Working, Career Break, Miscellaneous Leave, Agency Workers, Leavers etc. (this list is not exhaustive) to ensure they are maintained in accordance with legislation and departmental/NIFRS policy. Accurately prepare and issue paperwork relating to maternity, paternity and shared parental leave etc. (this list is not exhaustive). To administer and monitor the probationary review process working with relevant departmental managers ensuring relevant paperwork is completed and properly recorded, and that employees are written to.

Support and process the monthly HR/Payroll administration and adhere to all necessary timescales and deadlines. Ensure the accurate completion of payroll instructions for the Payroll Teams. Complete the accurate monthly checking process alongside the Payroll Teams.

Ensure Payroll are notified of all changes to staff terms and conditions and act on management instructions and staff requests in a timely fashion. Enter all fit notes received within NIFRS onto the HR Information Systems. To assist with updating and ensuring accurate employee sickness absence records are available on the HR systems.

To manage the calculation and completion of administration processes for leave accrual/ entitlement and final exit processes, within absolute deadlines, to support the payroll function. Manage annual leave queries from staff and managers. Issue annual leave sheets to all support staff, including those staff that join part way through the annual leave year.

Coordinating the end of year carry over process in accordance with current policy arrangements. Source suitable agency workers as required for all areas of the organisation using the agreed frameworks. Support the Resourcing Team, by issuing job notifications to employees who are absence from work, through sickness, career break, maternity, secondment etc.

Support the Resourcing Team, by supervising assessments for candidate's participating in recruitment exercises ensuring a positive experience. Establish and maintain appropriate filing systems. Provide HR administrative support to the HR Directorate while maintaining a high level of confidentiality and professional service at all times.

Maintain the HR database, ensuring data integrity and that records are accurate, up to date and regular audits are undertaken. To oversee an effective record management process within the HR Office, this includes accurately processing employee information on IT Systems as well as ensuring other record management systems are updated correctly and in a timely manner. Monitor and maintain multiple HR inboxes responding to queries in a professional and approachable manner.

Following up on routine correspondence, ensuring all queries are dealt with promptly or escalated where appropriate. Receive and deal appropriately with general HR enquiries, correspondence, telephone calls and visitor, and escalate matters to the appropriate HR functional area or HR Manager, if required. To provide a high level of internal and external customer service including taking ownership of customer queries and complaints and following issues through to completion.

To issue Staff Identification (ID) cards in line with policy in order to maintain the required level of security, and identification of NIFRS employees to other staff or members of the community. Ensure office supplies are adequate by monitoring stock levels and raising electronic requisitions in a timely manner. Serve as a note taker for a range of HR meetings within the People and Culture Directorate as and when required.

To provide accurate and timely HRM updates, produce reports and statistics as required by management, committees and external agencies e.g. board reports, employment surveys and any other relevant reports. To provide information to assist HR Management in the preparation of responses to complaints, Freedom of Information requests, Data Protection requests, Ministerial, Parliamentary or NI Assembly questions. To demonstrate a structured team approach to achieving the objectives of the People and Culture Directorate generally and Employee Services specifically, through full flexibility in relation to tasks undertaken.

To assist the HR Manager for Resourcing and Employee Services to implement any internal or external audit recommendations. Fully contribute to the performance of the People and Culture Directorate to ensure key performance indicators for the Directorate are achieved. To support and assist the HR Directorate as required with HR related events.

To adhere to NIFRS Procurement Policy and Procedure, ensuring that requisitions are raised and approved in a timely and accurate manner. To attend meetings and participate in training relevant to the work of HR generally and Employee Services in particular. To maintain an up to date knowledge of organisational policies and procedures impacting on HR activity at both a corporate and local level.

Essential Criteria: (Please note that Platinum Recruitment NI Ltd require original certificates as proof of all qualifications listed on CV) Possess at least five GCSEs (or equivalent) at Grades A - C / 9 - 4, to include English and Maths; and Have at least one years' experience of working in a demanding office environment, carrying out a range of business support tasks. OR Have at least two years' experience of working in a demanding office environment, carrying out a range of business support tasks. Proficient in the use of Microsoft Office applications i.e.

Word, Excel, PowerPoint and Outlook. Experience meeting the needs of both internal and external customers. Can demonstrate: effective planning, organisation and prioritising skills and attention to detail; effective communication skills (both oral and written) and the ability to provide timely and accurate information; ability to work under pressure of multiple deadlines Platinum Recruitment NI Ltd is an equal opportunities employer and a Corporate Member of the Recruitment and Employment Confederation (REC).

Platinum Recruitment NI Ltd adheres to all current employment legislation. We reserve the right to close vacancies earlier than the specified date, should we receive sufficient applications. If interested, please send your CV as early as possible.

Please note only those candidates shortlisted may be contacted. Applicants must be authorised to work in the UK and Ireland. We are unable to sponsor or take over the sponsorship of an employment visa at this time.

Successful candidates may need to apply for an Access NI Certificate with Platinum Recruitment NI Ltd regardless if you already have a valid certificate. It will be a cost of between £16 - £32 depending on clearance level