Human Resources Assistant

Provision of efficient administration and co-ordination activities related to our human resource priorities, both in respect of transactional employment lifecycle activity and in support of strategic projects as required. Critical to the role is timely and professional response to queries to ensure the delivery of an effective, professional and engaging service to all our people. To work collaboratively with colleagues at all levels to support the delivery of the people and culture strategy, to enable the successful delivery of the strategic objectives and priorities of our business plan.

Reporting to the Human Resources (HR) Manager, the postholder will provide HR administration and support, facilitating an efficient and positive employee experience throughout the employment lifecycle. The postholder will respond to first line HR queries, maintain up to date and accurate employment records and assist in HR projects.

Key Accountabilities

• Human resource (HR) administration – first point of contact for transactional HR queries, maintaining accurate records and keeping the human resource information system (HRIS) up to date, running basic data reporting, organising long service awards, etc. Note taking at relevant meetings. Escalating complex issues to the HR manager as appropriate.
• Recruitment administration including; posting vacancies on HRIS, responding to applicant queries and liaising with managers to arrange shortlisting and interviews; pre-employment checks such as references, medicals, and UK right to work; setting up and ongoing administration of employee records.
• Co-ordinating induction and probation processes, including arranging door entry fobs, diarising induction sessions with the relevant managers and providing site familiarisation.
• Training administration (includes, but not limited to): preparing purchase orders and booking courses; providing information to employees at all levels; liaising with training providers; and administration of the learning management system.
• Employee wellbeing: administering activities such as health surveillance and ad-hoc project administration.
• Providing administrative support as needed to the HR manager to feed into strategic human resource, health and safety or wellbeing projects/plans.
• H&S Administration (includes, but not limited to); issue PPE or DSE related equipment, first aid kit checks and maintenance, participate in monthly H&S walkaround with the property compliance team leader, coordinating the training of fire wardens in liaison with the property compliance team leader, flagging expiry dates, coordinating the training of first aiders and mental health first aiders in liaison with Employee Health and Safety Group, flagging expiry dates, lone working housekeeping and administration of relevant databases.
• Work with the HR manager to coordinate initiatives that will promote equal opportunities, awareness of equality, diversity, and inclusion across the Association and go beyond meeting statutory requirements in order to build a sustainable, diverse and inclusive employee group.

About You - Essential criteria

• A good standard of secondary education.
• At least 3 years’ experience of providing administrative support in a similar role.
• Experience of HR and training processes and updating of HRIS/training systems.
• Previous experience in setting up administrative systems and processes.
• Excellent verbal and written communication skills, including being able to demonstrate the building of rapport with colleagues and clients and to adapt communication style/methods to target audience.
• Possesses impeccable integrity and understands the need to maintain confidentiality and act with discretion, ideally with experience of dealing with sensitive information.
• Excellent attention to detail.
• Effective time management/prioritisation.
• Enthusiastic, approachable and with a can-do attitude.
• Solid judgment, problem-solving aptitude, flexibility, creativity, diplomacy and appreciation for the Association’s mission and values.
• Intermediate IT skills and working knowledge of MS Office.

About You - Desirable criteria

• 3 years’ experience in a People and Culture / Human Resource role at a similar level.

About us

Langstane Housing Association is a key provider of social housing in the North-East of Scotland with over 2,800 homes across Aberdeen City, Aberdeenshire and Moray. Our mission is to provide homes and services that make a positive difference to peoples' lives. This is an exciting time for us as we are on a cultural transformation journey to shape our future and deliver our strategic priorities including investment in ICT and optimising our staffing structure and evolving our people plans. Are you willing to take on a challenge and join us?