1820_1 - HR Co-Ordinator (Volunteers & Training)

This vacancy has now expired  Print

Posted: 13/06/2018 13:58
Start Date: Not Available
Salary: £21,534
Location: Midland Railway Building
Level: Specialist
Deadline: 05/07/2018 12:00
Hours: 37.00
Benefits: Employee Assistant Programme, Child Care Voucher; Civil Service Pension Scheme
Job Type: Fixed Term [F]

Please upload a CV & covering letter as one document

The position is fixed term to 31 March 2019.

Interviews for this post will be held on Tuesday 3rd July 2018.

Purpose of the Job:

To co-ordinate, assist and provide support to HR Advisors and Managers in the following key areas:

  • HR Enquiries

  • Recruitment, Selection and Induction of new staff and volunteers

  • Managing HR processes

  • Record and information management

  • Volunteer Management

  • Training

  • General duties and administrative support to the department and its senior managers

    Main Duties

  • Reporting to the HR Advisor you will be expected to show the highest level of integrity and confidentiality in the pursuit of the following duties:

HR Enquiries

  • When possible manage and reply to queries to the HR enquiries desk received via phone call or email, or refer them to the relevant HR Advisors where appropriate.
  • Prepare replies to internal and external correspondence in the form of letters, memorandums and explanatory literature in the related subject area and take responsibility for follow up action.
  • Distribute internal communications to staff on long term absence list on weekly basis.

Recruitment, Selection and Induction of new staff and volunteers

  • Provide full support for recruitment schemes for staff and volunteers including placing adverts, arranging and undertaking selection interviews, producing all correspondence,requesting references and checking eligibility of candidates for employment at NML
  • Manage the DBS (Disclosure and Barring Service) procedures, including processing DBS applications, maintaining the database and updating records as required, keeping up to date with any changes to legislation.

  • Issue identify passes to staff and volunteers.

  • Prepare and issue contracts of employment for new starters within NML.

  • Assist in the development of and take responsibility for the co-ordination and delivery of the induction programme, liaising with and providing support to session deliverers.

Record and information Management

  • Ensure that appropriate HR and training documentation is maintained on individual files and the HR database in line with Data Protection requirements.
  • Take responsibility for the maintenance of the budget files.

  • Report on and analyse all key HR management information and produce statistics, for example for recruitment, absence, discipline and grievance, turnover, diversity and volunteers.

Volunteer Management  

  • Build effective relationships with volunteers, developing a positive network of support and a culture that supports and sustains volunteers.
  • Make information available to volunteers on opportunities in employment, training, study or further volunteering activity at NML

  • Provide advice on volunteer management to colleagues, in line with volunteer legislation.

  • Maintain the volunteer database, ensuring the appropriate volunteer information is maintained including log sheets, work experience and placements.

  • Update the volunteer mailing list and administer invitations to volunteers for events.

  • Process, record and authorise claim forms and submit to finance.

Training Courses

  • Identify training needs following the performance and development review process to support the strategic aims of NML.
  • Take the lead in the development and delivery of site visits.
  • Liaise with, internal and external trainers and provide support as required.
  • Maintain booking systems for internal courses confirming attendance and sending out joining instructions.
  • Provide support for the external booking process including ensuring all paperwork is complete and has the appropriate attachments, obtaining authorisation, booking courses and processing payments.
  • Manage all in house training facilities, including stationery, food stocks within the training suite, order and manage lunches and refreshments, ensure the cleanliness of kitchen areas and crockery, setting up rooms and equipment, monitoring use of rooms and producing weekly diary sheets of activities.
  • Manage the evaluation process.

General Duties

  • Office administration: open, sort, distribute and prioritise mail.  Maintain stationery stocks and refreshments.
  • Support the HR team with arranging meetings, including checking availability, confirming dates, booking rooms and organising refreshments and taking minutes as required.
  • Develop and maintain effective professional relationships at all levels, considering views of colleagues, to seek their co-operation by explanation and persuasion.
  • Keep fully up to date with external developments and best practice in Human Resources and volunteer legislation, policy and practice, in order to contribute to the continuous improvement of HR practices and systems..
  •   Assist in maintaining and developing the Staff Handbook, and the Volunteer and Supervisors Handbook and in the development of new policies and procedures as required.
  • Adhere to National Museums Liverpool's Health & Safety Policies and Procedures, and make a contribution to the continuance of a sound health and safety culture within the department.
  • Adhere to and promote NML’s Equality and Diversity, Safeguarding Vulnerable Children and Adults and Child Protection policies.
  • Undertake additional duties, as required from time to time.
  • Undertake training and development courses and programmes, as required.

The details contained in this job description reflect the content of this job at the date of being prepared.  It is however possible that over time the nature of the job will change.  Consequently, National Museums Liverpool will expect to revise this job description from time to time and will consult with the post holder at the appropriate time.

Employee Specification

Human Resources

Human Resources Co-ordinator (Volunteers & Training) Payband 4 

    Essential Desirable
Qualifications CIPD qualified or working towards   D
Experience Human Resources administration   D
  Minute taking E  
  Experience of using an integrated HR and Payroll database system   D
  Working with volunteers E  
Knowledge and Skills Ability to compile, analyse and evaluate statistical data. E  
  Ability to organise, evaluate, and present  information accurately and effectively E  
  A general knowledge and understanding  of the work carried out by Human Resources E  
  Able to work without close supervision, highly flexible, self motivated  and results driven E  
  Excellent time management skills, with the ability  to plan and organise  work effectively to meet appropriate  deadlines E  
  Excellent written and verbal communication  skills E  
  Ability  to apply  and assimilate information quickly E  
  Excellent interpersonal  skills and able to create good working  relation ships  with people E  
  Knowledge of Microsoft  Office- Word, Powerpoint and Excel  E  

This vacancy has now expired  Print

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