HR & Training Administrator
| Dyddiad hysbysebu: | 29 Medi 2025 |
|---|---|
| Cyflog: | £23,722.92 i £24,508.85 bob blwyddyn, pro rata |
| Oriau: | Rhan Amser |
| Dyddiad cau: | 13 Hydref 2025 |
| Lleoliad: | Coleshill, Birmingham |
| Gweithio o bell: | Ar y safle yn unig |
| Cwmni: | Father Hudson's Caritas |
| Math o swydd: | Parhaol |
| Cyfeirnod swydd: | P1897 |
Crynodeb
Job Title: HR & Training Administrator
Location: Human Resources Department – St Georges House, Coleshill
Grade: SCP 19-21 (£23,722.92 - £24,508.85) pro rata
21 Per week Monday to Friday
4 Days at 4 Hours and 1 Day at 5 Hours
Responsible to: Head of Human Resources
Purpose of Job: To provide administrative support and data analytic to the Human Resources team, including the coordination of training activities.
The post holder will be expected to work in line with our workplace values which are:
• Compassionate - We are compassionate
• Respectful - We are respectful (we respect individuals and uphold their dignity)
• Challenge - We challenge injustice
• Excellence - We seek excellence
• Collaborative - We are collaborative
• Work with - We work with people’s strengths (to achieve their potential)
• Inclusive - We are inclusive
Main Responsibilities
1. Provide administrative support to the HR Team.
2. Handle enquiries related to employee annual leave entitlements that are logged on the HR system and other sources.
3. Inform relevant managers of employee annual leave figures where appropriate. Liaise with all departments quarterly to agree and confirm records. This will also show if an employee has taken too much/not enough annual leave.
4. Produce end of year figures for annual leave and calculate any amounts over 1 week and agree hours to be paid/lost/carry forward or taken from next years allowance for payroll/finance and HR purposes.
5. Update the HR system with the annual leave figures and amend any records applicable.
6. Produce end of year report of untaken holidays which include figures for employees who are absent from the workplace and submit to Finance so they are able to accrue the figures.
7. Produce HR system reports on errors on annual leave and sickness recording by comparing timesheets to HR system records. Submit the reports to services and or HR Advisors for the relevant services.
8. Offer training to managers/employees on certain aspects of the HR system.
9. Update relevant HR dashboards i.e. equal opportunities information of candidates who have applied for jobs and analyse information.
10. Monitor expiry dates of DBS (Disclosure and Barring Service) that are due for renewal for employees, volunteers and trustees. Accurately record and process DBS (Disclosure and Barring Service) using the DBS database, HR system and the DBS checking system. This includes checking the relevant ID documents.
11. Update the HR system with relevant DBS information.
12. Assist the HR team in exploring, and if feasible, the roll out of the Update Service for DBS.
13. Coordinate Induction sessions, liaising with attendees and preparing any materials required for induction.
14. Coordinate and book training and organise delegate attendance when needed including booking any refreshments/hospitality/room bookings/Drafting and sending certificates to delegates if needed. Update and maintain any training/HR systems with the training records.
15. Update and manage the Adult Social Care Workforce Dataset system, ensuring accurate data entry and maintenance. Utilise the system to claim back relevant funds for the organization related to learning and development.
16. Support the transition from paper-based records to digital systems and proactively identify innovative methods to transform and utilise HR data for improved efficiency and insight.
17. Organise and take Minutes of confidential meetings as required.
18. Assist the HR Administrator with any administrative duties i.e. recruitment administration, filing/archiving.
19. Run various reports from the HR system and analyse the data.
20. Take phone calls, record and pass on information to the relevant person.
21. Respond to e-mails and forward to the relevant person as required in a timely manner.
22. Attend and contribute to team meetings, training and supervision and any other relevant meetings as identified by the HR Advisors and Head of HR.
23. Maintain an awareness of HR and FHC Policies, processes and best practices at all times.
24. Assist with any relevant project work within the HR team.
25. Any other duties relevant to the responsibilities of the post as defined by the HR Advisors and Head of HR.
26. Cover for the HR Administrator during annual leave, non-working days and or any other absence.
Location: Human Resources Department – St Georges House, Coleshill
Grade: SCP 19-21 (£23,722.92 - £24,508.85) pro rata
21 Per week Monday to Friday
4 Days at 4 Hours and 1 Day at 5 Hours
Responsible to: Head of Human Resources
Purpose of Job: To provide administrative support and data analytic to the Human Resources team, including the coordination of training activities.
The post holder will be expected to work in line with our workplace values which are:
• Compassionate - We are compassionate
• Respectful - We are respectful (we respect individuals and uphold their dignity)
• Challenge - We challenge injustice
• Excellence - We seek excellence
• Collaborative - We are collaborative
• Work with - We work with people’s strengths (to achieve their potential)
• Inclusive - We are inclusive
Main Responsibilities
1. Provide administrative support to the HR Team.
2. Handle enquiries related to employee annual leave entitlements that are logged on the HR system and other sources.
3. Inform relevant managers of employee annual leave figures where appropriate. Liaise with all departments quarterly to agree and confirm records. This will also show if an employee has taken too much/not enough annual leave.
4. Produce end of year figures for annual leave and calculate any amounts over 1 week and agree hours to be paid/lost/carry forward or taken from next years allowance for payroll/finance and HR purposes.
5. Update the HR system with the annual leave figures and amend any records applicable.
6. Produce end of year report of untaken holidays which include figures for employees who are absent from the workplace and submit to Finance so they are able to accrue the figures.
7. Produce HR system reports on errors on annual leave and sickness recording by comparing timesheets to HR system records. Submit the reports to services and or HR Advisors for the relevant services.
8. Offer training to managers/employees on certain aspects of the HR system.
9. Update relevant HR dashboards i.e. equal opportunities information of candidates who have applied for jobs and analyse information.
10. Monitor expiry dates of DBS (Disclosure and Barring Service) that are due for renewal for employees, volunteers and trustees. Accurately record and process DBS (Disclosure and Barring Service) using the DBS database, HR system and the DBS checking system. This includes checking the relevant ID documents.
11. Update the HR system with relevant DBS information.
12. Assist the HR team in exploring, and if feasible, the roll out of the Update Service for DBS.
13. Coordinate Induction sessions, liaising with attendees and preparing any materials required for induction.
14. Coordinate and book training and organise delegate attendance when needed including booking any refreshments/hospitality/room bookings/Drafting and sending certificates to delegates if needed. Update and maintain any training/HR systems with the training records.
15. Update and manage the Adult Social Care Workforce Dataset system, ensuring accurate data entry and maintenance. Utilise the system to claim back relevant funds for the organization related to learning and development.
16. Support the transition from paper-based records to digital systems and proactively identify innovative methods to transform and utilise HR data for improved efficiency and insight.
17. Organise and take Minutes of confidential meetings as required.
18. Assist the HR Administrator with any administrative duties i.e. recruitment administration, filing/archiving.
19. Run various reports from the HR system and analyse the data.
20. Take phone calls, record and pass on information to the relevant person.
21. Respond to e-mails and forward to the relevant person as required in a timely manner.
22. Attend and contribute to team meetings, training and supervision and any other relevant meetings as identified by the HR Advisors and Head of HR.
23. Maintain an awareness of HR and FHC Policies, processes and best practices at all times.
24. Assist with any relevant project work within the HR team.
25. Any other duties relevant to the responsibilities of the post as defined by the HR Advisors and Head of HR.
26. Cover for the HR Administrator during annual leave, non-working days and or any other absence.