HR and Office Manager

THIS JOB ADVERT HAS CLOSED. IF YOU WOULD LIKE TO BE INFORMED IF WE RE-OPEN RECRUITMENT, PLEASE EMAIL LEANNEW@SHARECOMMUNITY.ORG.UK.

35 hours per week, Monday - Friday - some out of hours work will be required.   

Permanent 

£28,500 - £30,347 (depending on skills and experience) plus 5% pension contribution 

25 days annual leave per year pro rata (increasing by one day per year until you reach a maximum of 30)

Location:  Your base is Share HQ, 64 Altenburg Gardens, London, SW11 1JL. You’ll also work regularly at Share Garden in Tooting and at any other sites we lease.  

Closing date: Wednesday 28th October at 10am 

Interview date: Tuesday 3rd November 

Job purpose and context

The HR and Office Manager is responsible for promoting a happy, safe and skilled workforce, whilst adhering to health and safety and employment legal requirements. This challenging and varied position will involve aspects such as managing the recruitment of staff and volunteers, monitoring and following up on staff issues, organising training, payroll administration, keeping records up to date, writing and reviewing policies and supporting managers in getting the best out of their staff.

The post holder is also responsible for the day to day smooth running of the Share offices which are currently in Battersea, SW11, and Tooting, SW17. This would also include any other new venues we may lease in the near future. This includes ensuring the highest levels of cleanliness and hygiene, and ensuring that we meet all health and safety requirements, including overseeing fire safety and carrying out risk assessments. The post holder will also have line management responsibilities.

Who we are looking for

Our ideal candidate would have HR, office and people management experience. They'll hold a CIPD L3 or L5 qualification in HR Management, and have good knowledge of health and safety legislation and employment law. They'll be exceptionally organised, and take a methodical approach to their work, always paying close attention to detail. They'll have excellent written and face to face communication skills, and the ability to communicate diplomatically and respectfully with people at all levels. They'll be a friendly, warm, open & even tempered person, someone who is able to cope with urgent deadlines and conflicting demands. They'll need to work flexibly as out of hours work will be occasionally required. 

About us

At Share, we’re passionate about supporting disabled people to set their own goals for learning and life, and then helping them to achieve their aspirations.  The majority of our students are people with learning disabilities and/or autism. We offer a range of training, employment, personal development, and leisure opportunities. We won the prestigious award of Employer of the Year at Wandsworth Business Awards 2019. We also hold the Investors in People accreditation and we are accredited by the National Autistic Society. You can find out more about what it's like to work for Share here.

Summary of main duties

Human Resources:

• Perform the full spectrum of HR duties and manage the day to day HR operations
• Monitor adherence to HR processes and provide a bi-monthly report to the Senior Management Team, and bi-annual reports to the Board of Trustees
• Develop and maintain professional working relationships with internal and external stakeholders.
• Prepare the monthly payroll report.
• Working closely with line managers to understand and implement policies and procedures, listening to grievances and implementing disciplinary procedures, performance management and/or redundancy processes if required.
• Recruitment of staff and volunteers – advertising; administration of applications; communication with applicants; co-ordinating interviews; notifying successful and unsuccessful candidates.
• New starter process, including online DBS applications and ID document checks; collecting references; checking qualifications and the right to work in UK; arranging start dates; contracts of employment; preparation of the induction schedule and delivery of HR induction; set up an IT account; probationary staff check-ins
• Follow up on concerns raised following staff online DSE assessments;
• Make referrals to the Occupational Health Advisor where required, and manage Access to Work referrals.
• Champion positive mental health amongst the staff team by organising mental health supervision sessions, promoting good work balance practices and organising occasional team building or social events.
• Lead on ensuring that Share maintains its Investors in People quality mark by promoting best practice, this includes preparing for reviews and assessments
• Correspondence with employees.  For example, about contractual changes, salary changes (e.g. sick pay scheme or deductions), acknowledging resignation interviews and conducting exit interviews.
• Book staff training and events, monitor when training needs to be refreshed, and keep a record of training and conference attendance.  Arrange in-house training events in accordance with the Staff Training Plan.
• Issue annual leave cards and oversee annual leave requests, ensure staffing numbers are adequate for service delivery
• Arrange staff cover in periods of annual leave and sickness, this will require some flexible out of hours work to co-ordinate last minute cover needs.
• Update electronic HR records and scanning and filing paper records, including sickness records; annual and other types of leave; changes of employee details; new starter information; supervisions.
• Appraisals administration – 360 feedback requests, scheduling and admin.
• Complete and report on annual stakeholder surveys, implementing improvements based on feedback

Office Manager:

• Carry out risk assessments relating to the premises at all Share sites and implement actions agreed with the Chief Finance and Operating Officer
• Monitor the cleanliness and hygiene of the Share sites, and taking action to ensure that these remain of the highest standard, and arranging for contractors to attend if needed
• Ensure that the Share sites do not become cluttered
• Provide regular health and safety reports to the Senior Management Team and board of trustees
• Ensure fire alarms are testing weekly, organise regular fire drills and ensure staff understand their health and safety responsibilities
• Complete first aid training and oversee the team of staff first aiders to ensure their training is up to date, the right amount of first aiders are on site, first aid boxes are full and incident reports are being completed
• Arrange visits from health and safety professionals – e.g. pest control; fire safety officers; appliance testers
• Oversee reception, and line manage the reception staff and cleaning staff

General and Board Administration:

• To support the Board of Trustees and attend their bi-monthly evening meetings, providing administration and minute taking for the meetings.
• To participate in the HR and Safety committee meetings, which are currently held three times a year in the evenings. Provide the administration and minute taking for the meetings.
• On board new trustees, ensuring they complete all relevant paperwork and are background checked.
• Organise internal and external meetings, and take minutes as required.
• Support with the organisation and administration of occasional organisational events.
• Help out in other ways that are reasonable.

Person Specification

Please address each criteria set out below by providing examples of how you meet each criteria, on the application form. 

Qualifications

1. Human resources qualification, ideally CIPD L3 or L5 in Human Resource Management
2. First aid trained (desirable)

Experience

1. Generalist HR experience, ideally at officer or management level
2. Experience of health and safety management and overseeing building maintenance
3. Line management experience
4. Experience of recruitment of volunteers (desirable)

Knowledge

1. Good understanding of current employment law, especially the Equality Act 2010.
2. Understanding of GDPR and how it relates to HR.
3. Knowledge of health and safety legislation as it relates to educational, social care, and office premises

Skills and abilities

1. Excellent organisational, planning and time management skills.  A methodical approach with attention to detail. You’ll be someone who enjoys completing tasks to a high and accurate standard.
2. Excellent IT skills in Outlook, Word, PowerPoint, and particularly Excel.  Accurate data input.
3. Excellent communication skills, and the ability to communicate diplomatically and respectfully with people at all levels of the organisation, with very good written and face-to-face communication skills.
4. The ability to work confidentially with sensitive information
5. Minute taking and facilitating meetings (desirable)

Qualities

1. Friendly, warm, open & even tempered – able to cope with urgent deadlines, stressful situations and conflicting demands
2. Motivated by using your great organisational skills to support an organisation with a strong social purpose
3. Flexible and adaptable to changes in the daily routine and longer-term plans.
4. Keen to learn and develop in the role, with an ability to make best use of mentoring, supervision and training opportunities

Specific Needs

1. Flexibility to work on an occasional evening or weekend as and when required (approximately 12 times per year for meetings and events, and occasional out of hours work to arrange emergency staff cover – time off in lieu is given).

How to apply:

Please complete our application form and equal opportunities form and return both by 10am on Wednesday 28th October (10am) to hradmin@sharecommunity.org.uk.  Interviews will take place on Tuesday 3rd November 2020.

If you would like to have chat about the role before applying, please contact Leanne Wood (People and Project Manager) on 0208 050 4162 We focus on ability and believe people work best when they feel valued, safe and happy. We do all that we can to make sure that Share is friendly and welcoming to everyone.

We particularly welcome applications from Black, Asian and Minority Ethnic (BAME) candidates, who are currently under represented at this level within our organisation. 

Please read our privacy policy for job applicants to find out how we store data as part of our recruitment process. This job is subject to two satisfactory references, evidence of qualifications, an enhanced DBS check and providing evidence of right to work in the UK. If you have a disability and would like to discuss other ways of submitting your application, please contact us. 

We are very much looking forward to receiving your application.

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