Human Resources Administrator in Lisburn

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

• 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.
• Support for Resourcing, Business Partnering and Equality, Diversity and Inclusion functions in regards to contracts, procurement, and monthly reporting.
• Ensure all administrative duties within the Employee Services section are efficiently and effectively carried out and collaborate with colleagues to meet tight deadlines and conflicting priorities.
• 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.
• Maintain an up to date knowledge of developments across a broad range of HR-related activity including changes to regulations, legislation and national/local terms and conditions of employment.
• Produce a range of general correspondence in line with NIFRS policies and ensure relevant electronic and paper records are filed accurately and on a timely basis in line with GDPR and Record Retention Policies.
• Ensure electronic systems, databases and spreadsheets used by HR are maintained accurately and on a timely basis to support the People and Culture Directorate.
• Update and maintain employee records and databases to include Paternity, Maternity, Flexible Working, Career Break, Miscellaneous Leave, Agency Workers, Leavers etc.
• Accurately prepare and issue paperwork relating to maternity, paternity and shared parental leave.
• Administer and monitor the probationary review process working with relevant departmental managers ensuring relevant paperwork is completed and properly recorded.
• 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.
• Enter all fit notes received within NIFRS onto the HR Information Systems.
• Assist with updating and ensuring accurate employee sickness absence records are available on the HR systems.
• Manage the calculation and completion of administration processes for leave accrual/ entitlement and final exit processes.
• 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.
• Coordinate 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 absent from work.
• Supervise assessments for candidates 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.
• Maintain the HR database, ensuring data integrity and that records are accurate, up to date and regular audits are undertaken.
• Oversee an effective record management process within the HR Office.
• Monitor and maintain multiple HR inboxes responding to queries in a professional and approachable manner.
• Receive and deal appropriately with general HR enquiries, correspondence, telephone calls and visitors.
• Provide a high level of internal and external customer service including taking ownership of customer queries and complaints.
• Issue Staff Identification (ID) cards in line with policy.
• Ensure office supplies are adequate by monitoring stock levels and raising electronic requisitions.
• Serve as a note taker for a range of HR meetings within the People and Culture Directorate.
• Provide accurate and timely HRM updates, produce reports and statistics as required by management.
• 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.
• Demonstrate a structured team approach to achieving the objectives of the People and Culture Directorate.
• 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 are achieved.
• Support and assist the HR Directorate as required with HR related events.
• Adhere to NIFRS Procurement Policy and Procedure.
• Attend meetings and participate in training relevant to the work of HR.
• Maintain an up to date knowledge of organisational policies and procedures impacting on HR activity.

Essential Criteria:

• 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.
• 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.