| Job Description: | Human Resources Assistant
PRIMARY JOB MISSION:
To provide an effective human resources service to both the management and employees of Group in accordance with the Company’s policies and procedures.
MAIN DUTIES & RESPONSIBILITIES:
Recruitment and selection: To administer the recruitment and selection process from the placing of adverts to the issuing of contracts.
•To generate and place adverts into appropriate medium (i.e. newspapers, job centre etc.)
•To issue application forms on request.
•To liase with agencies when necessary.
•To produce and send out contracts (including commencement letters) for weekly and monthly staff.
•To raise purchase orders for new starters.
Induction: To conduct the HR part of the company’s induction programme for all employees including communication of:
•The sickness procedure
•Absence / holiday / cancellation forms
•The disciplinary and grievance procedure
•Company transport
•Outside bodies reference requests
•Employee change of status forms
•Employee handbook
EC Working Time Directive 1998: To keep up to date all records required to be kept in relation to this legislation and provide any necessary details to other departments.
•To ensure the ‘Restricted hours’ matrix of employees who wish to have their hours restricted to less than an average of 48 hours per week is kept up to date on a weekly basis (Data to be obtained on Wednesdays from the Payroll Department).
To ensure the ‘Rest periods (Original) matrix is kept up to date on a weekly basis (by Wednesday PM) and that the current period (3 weeks) is passed to the Production Department.
Discipline: To advise on and administer the disciplinary process ensuring accuracy and legality.
•In the absence of the HR Officer, to advise managers on disciplinary matters and when required, to type disciplinary letters, ensuring that the Company’s disciplinary process is followed at all stages and that all information is correct.
Appraisals and pay reviews: To administer the appraisal and pay review processes as and when necessary.
•After completion of the first week of employment, a ‘Development and Appraisal’ form is to be issued for all employees. This is to be completed over a 5 week period by their lime manager and seen by the departmental director before being returned to HR.
•In the event that any changes are required to their contract or rate of pay etc, the necessary documentation is to be completed.
•To generate all forms required for the appraisal process to take place and forward these to the appropriate Manager or Director.
•On return of the forms to the HR Department, 2 typed copies of the appraisal are to be processed and forwarded to the appraiser and appraisee.
•In the event that a pay review is required the following documentation is to be produced: ‘Pay review (note to payroll)’ and ‘Pay review agree’, the latter of which is to be produced in duplicate with one copy forwarded to the employee and the other kept on file.
•All appraisal documentation to be filed in the relevant employee file.
Holidays / absences / sickness: To ensure that the appropriate forms are completed for all holidays / absences and sickness, the absence matrix is updated holidays are inputted onto the system and all forms are passed to payroll.
•To issue ‘Absence request’ forms when requested and advise employees of the number of holidays that they have outstanding.
•To issue the ‘Sickness self-certification’ form to any employees who have not attended work due to sickness.
•To ensure appropriate procedure is followed and administration is completed for those returning to work after long term sickness.
Paternity / maternity: To administer the maternity/paternity leave/pay process.
•To check employees eligibility for maternity and paternity pay.
•To check employees eligibility for maternity and paternity leave.
•Ensure the appropriate administration is completed.
Monitoring: To monitor and update the HR function in terms of:
•Absence
•Disciplinary
•Grievance
•Paternity / maternity
Employment law: In general to provide advice and guidance for employees, supervisors, managers and directors on employment law issues.
General HR duties: To administer of the HR department ensuring accuracy and a speedy response.
•To answer any queries from the management or employees of Group on HR issues.
•To produce memos, letters, forms, spreadsheets etc as requested by the management.
•To liase with external customers e.g. recruitment agencies, public etc.
•To liase with payroll on any HR/Payroll issues.
•To ensure all filing is kept up to date on a weekly basis.
•To keep updated and print out the weekly overtime schedules and staff safety checklist.
•To update job descriptions as and when required in liaison with the HR Officer and head of the appropriate Department.
•To update contracts as and when required with guidance from the HR Officer.
•To update Focus of sales/Customer Care itinerary.
The above job description is a framework for which you are accountable. It is not intended to be exhaustive or imply demarcation within the team.
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