JOB DESCRIPTION REPORTS TO: Line Manager within assigned functional area RESPONSIBLE FOR: May have supervisory responsibilities for up to 5 members of staff or may organise and manage a specialised area of work. This generic job description is intended to provide an outline of the level of duties that the postholder will be expected to undertake across a number of functional areas within the HR&LS Directorate. Although the postholder may be assigned to a specific functional area on appointment in view of the nature of work the postholder may be required to undertake duties in other functional areas to cover peak periods of work or vacancies. This job description will be subject to review in light of changing circumstances and is not intended to be rigid and inflexible but should be regarded as providing guidelines within which the individual works. Other duties of a similar nature and appropriate to the grade may be assigned from time to time. JOB PURPOSE To organise and manage a team of staff providing a best practice administrative service within a designated functional area or to undertake an advisory role in a specialist area of work within the HR&LS Directorate; As a team leader the postholder will be accountable for the performance of the team and will co-ordinate a range of well-defined tasks governed by procedures and guided by practice and precedent As an advisor in a specialist role the post holder will be required to solve problems within a designated area and will provide a significant level of specialist support and advice involving a functional area of work which may require qualifications and or experience in a professional or technical discipline. MAIN DUTIES AND RESPONSIBILITIES Main Activity Areas: Supervision of Staff and Service Delivery Specialist Advice & Support HR Management Information Systems / Administration HR Helpdesk Staff Supervision and Service Delivery - Supervise the work of staff to ensure effective service delivery in an assigned area of HR activity. - Plan, organise and prioritise work to ensure timely completion of tasks and deadlines met. - Allocate work, check quality and quantity of work and monitor performance. - Train or ensure the effective training of staff in the conditions of service, procedures, processes and information systems required for effective administration of assigned human resources functions. Specialist Advice & Support - Assist in the delivery of human resources services in a specific functional area to include, resourcing, pay and terms of conditions, and employee relations. - General administration, advice and guidance relating to employee life cycle from recruitment to cessation of employment including people services, resourcing and employee relations processes. - Provide general and specific advice, guidance and support to schools, line managers and staff on a range of issues including interpretation of EA policies and procedures, human resources policies and procedures, terms and conditions of service. - Providing advice and support to Hiring Managers as required at each stage of the recruitment and selection process in accordance with HR framework, toolkit and associated policies and procedures. - Review of vacancies against any redeployment or reserve lists and take appropriate follow up action. - Tracking and monitoring the progress of recruitment exercises to ensure that work is progressing in line with agreed key performance indicators and customer needs. - Advising, and where required, supporting the Hiring Manager in making timely reasonable adjustments for candidates with disabilities. - Liaising with the Hiring Manager on any issues that arise. - Preparing and issuing contracts of employment. - Providing advice and guidance and completing documentation in respect of wider resourcing activity including contract extensions and temporary to permanent transactions. - Participate as a panel member in the selection and interviewing process as and when required. - Attending the delivery of recruitment and selection training in a supportive and developmental capacity. - Contribute to review of administrative systems and procedures to ensure records are accurate and comprehensive and to improve service delivery. - Assist in providing for early preventative intervention and/or informal conciliation of employee relations issues as appropriate and on a timely basis to order to resolve issues early and where possible outside the formal processes. - Participate in ad hoc projects to include collating and analysing information to assist and support the work of senior managers. - Responsible for ensuring computerised information system is maintained in accordance with agreed procedures. - Effective communication with the payroll section and other payroll users regarding timetables, deadlines, access times. HR Management Information System / Administration - Responsible for the production of standard and non-standard computerised reports and the provision and presentation of human resource information to support management decision making. - Responsible for preparing reports to enable a response to Parliamentary Questions, Assembly Questions, Minister’s cases, FOI requests and other correspondence cases within set deadlines. Assist with maintaining computerised information systems to facilitate e.g. school amalgamations, restructuring, changes in terms and conditions and jobs. - Process all employee engagement data and contractual changes on HR systems. - Administration associated with disciplinary, grievance, dignity at work and performance management procedures, tribunals and other legal proceedings. - All general administration in support of work undertaken including preparation of draft letters, minutes, notes, reports, documentation. HR Helpdesk - Provide first-line support to helpdesk addressing HR related queries, providing accurate and timely responses. - Customer support triage i.e. assess the query, log query and answer query or direct to appropriate person for response within set guidelines and protocols. - Collaborating with other HR team members to ensure efficient and effective support/responses to Helpdesk users - Log and maintain accurate system for call logging. - Escalate complex queries to appropriate Senior Helpdesk Operator or HR function/colleagues. - Assist in HR-related administrative tasks e.g. support to the People Services Team - Staying informed about service needs whilst staying updated on HR polices and procedures to provide accurate and consistent information to helpdesk users. - Report system and equipment faults to the appropriate personnel. Other Responsibilities - Comply with the Authority’s policy on Data Protection (in particular processing sensitive personal information) and EA’s Candidate Privacy Notice for those seeking employment is properly complied with. - Comply with the Authority’s Equal Opportunities Policy, relevant Codes of Employment and Practice and other relevant legislation. In accordance with relevant equality legislation and EA policies on diversity in the workplace the post-holder is expected to promote good relations and pay due regard to equality of opportunity in carrying out their duties. - Undertake other related duties within the grade and competence of the post-holder as required. - The post holder may also be required to work outside normal office hours on occasions. To view the summary of terms and conditions for this post, click here.