HR & Volunteering Co-ordintor (Part-Time)

Charlie House is a locally based children’s charity which engages in activities and projects to support children with life-limiting and life-threatening conditions, and their families, in North-east Scotland. We have an exciting opportunity within our team for a part-time HR & Volunteering Co-ordinator, reporting to the CEO. This post will provide HR, payroll and volunteering support to the charity ensuring that records are maintained to a high standard and payroll inputs managed efficiently and confidentially. We are looking for someone who has HR and payroll experience, and is a passionate and enthusiastic people person. If you feel that you can help us to deliver our goals, we look forward to receiving your application.

Position: HR & Volunteering Co-ordinator

Type: Part-Time

Hours: 22.5 - 25 hours per week (days/hours flexible)

Location: Charlie House HQ, Aberdeen

Reports to: CEO

Main Duties

• HR Tasks
• Provide day-to-day HR advice and support to managers and employees.
• Provide comprehensive HR administrative support.
• Handle employee relations issues including disciplinary, grievance, absence and performance management.
• Maintain and update employee records in personnel files and HR system.
• Assist with ongoing HR projects and continuous improvement initiatives.
• Support recruitment activities including arranging interviews, liaising with hiring managers and issuing correspondence to candidates.
• Coordinate onboarding and offboarding processes, ensuring all documentation is completed accurately.
• Monitor, record and follow up employee absences.
• Monitor, schedule and coordinate training requirements.
• Administer PVG Checks where required.
• Respond to HR-related queries in a timely and professional manner, monitoring and managing the HR inbox to ensure all enquiries are actioned appropriately.
• Update written materials and documentation on policy and procedures as required.
• Payroll Tasks
• Assist with the preparation and processing of monthly payroll.
• Collate and validate payroll inputs including new starters, leavers, salary changes and deductions.
• Process and monitor sickness, absence, and statutory payments.
• Respond to payroll-related queries from employees in a professional and confidential manner.
• Ensure payroll processes comply with current legislation and charity policies.
• Volunteering Tasks
• Ensure that up to date, accurate records of volunteers and associated volunteering activities across the Charity are recorded.
• Ensure record keeping complies with GDPR legislation and safeguarding best practice.
• Maintain and manage positive volunteer relationships.
• Work with the wider team to establish volunteering needs across the charity and support engaging volunteers to support those needs.
• Carry out volunteer recruitment campaigns and interview subsequent applicants.

This list is not exhaustive and other duties will be required to be undertaken from time to time to ensure the effective delivery of responsibilities associated with the post.

Key external contacts

You will develop strong links with recruitment agents, professional bodies for employment advice and advocacy.

Key internal contacts

Senior Management Team (CEO, Finance Manager, Director of Services, Director of Fundraising), all Charlie House staff and volunteers.

Financial dimension

You will be responsible for supporting in the preparation of the annual budgets.

Other considerations

Ensure regulatory and legal compliance with respect to the HR, payroll and volunteering function– with internal policy and procedure alongside legislative requirements. Produce accurate and timely reports for the Board of Trustees and Senior Management Team. You may be required to travel throughout the North-east although expenses are covered and time off in lieu is given where possible and/or appropriate. Promotion of Charlie House is an integral part of the role, and as such, you may be required to feature in our articles, website and social media.

Essential experience

2-3 years’ experience of working in HR.

Desirable Experience

Payroll experience.

Essential skills & abilities

• Excellent communication skills (both written and verbal).
• Strong administration skills.
• Discrete and confidential.
• Excellent collaborative and team skills.
• Strong time management skills with the ability to work flexibly when required.
• Able to work independently and to deliver.
• Sound knowledge of Microsoft office packages with good computer skills and database knowledge.

Desirable Qualifications

Full UK Driving Licence, CIPD qualification.

For informal enquiries please contact Natasha Paterson, HR Business Partner - natasha.paterson@charliehouse.org.uk