Job Description

Job Title:

HR and Office Co-Ordinator

Location:

Central Office - Mainstay, Downpatrick

Reports to:

People and Culture Manager

Hours of work:

Monday to Friday 9am - 5pm (37.5 hours per week)

Salary:

31,650 per annum

Health Cash Plan

Employee Assistance Programme

Pension

Free car parking

Annual Leave

20 days per annum (plus an additional 3 days following 5 years' service)

8 Bank Holidays per year

Job Purpose

Working in our Central Office team and across all of our services, this role is crucial in providing administrative support to the HR, Finance and Maintenance functions within our organisation. Working in a small office team, flexibility and a proactive approach to undertake a wide variety of administration tasks is key, and the role will also include supporting the CFO and People & Culture Manager with administration work as the need arises.

Main Responsibilities:

General HR responsibilities

Manage the full employee lifecycle from advertising roles, supporting with recruitment processes and onboarding new hires. Ensuring all relevant employee checks have been completed including References, NISCC registration and Access NI checks and that staff registrations are maintained. Issue contracts, letters, correspondence to staff via email and letter Keep all people records up to date and accurate on the HR system in relation to starters, leavers, contract changes, absence, leave Provide initial frontline advice to managers for employee relations matters. Work with the People & Culture Manager to update policies and procedures on a regular basis Provide monthly updates to payroll, such as new starters, leavers, pay and contract changes Update information to third parties such as benefits, on time and with accuracy Conduct exit interviews, providing feedback and reports to the People & Culture Manager and management Complete an annual Fair employment monitoring return and maintain accurate records on an ongoing basis Organise training sessions and ensure all material, equipment and rooms are set up Providing note taking support at meetings as required Support with employee wellbeing and engagement initiatives Liaise with the People & Culture Manager and service managers to progress employees through their qualifications Keep an up to date register of all employee qualifications, and report regularly to the People & Culture Manager on qualifications completed

General Administration

Work with other administrators on the team to ensure that all admin tasks are covered and workload is completed as required, such as maintenance and finance administration Assist with general, maintenance and finance administration as required, including filing and archiving documents, filing and inputting invoices, receipts, tracking and banking, making bank lodgements, collecting petty cash and logging maintenance requests through the appropriate channels Assisting with banking duties as required Ensure sufficient supplies of PPE stock, order as required, maintain database of stock levels and movement and distribute PPE to services as required Ensure stationary and office equipment are stocked effectively and liaise with suppliers in ordering of same Provide a professional, responsive reception cover each afternoon Be a point of contact for visitors, staff and committee members, directing them to their place of meeting and providing refreshments Process incoming mail and distribute appropriately. Frank and record outgoing mail, ensuring it is posted daily in a timely manner Schedule all meetings with employees, managers, committee members Help staff obtain quotes/tenders within our procurement policy Update Mainstay DRP's social media platforms and website

Housekeeping

Carry out housekeeping duties with other team members including hygiene in the kitchen, emptying bins, dishwasher and tidying after meetings or training Signing in and out internal and external visitors and ensuring accurate site registers for fire safety compliance Ensure the meeting room is prepared for meetings

Additional Responsibilities

Maintain a friendly, sympathetic, informative and professional relationship with colleagues, service users and committee members. Ensure that conduct within and outside the project does not conflict with professional expectations of Mainstay DRP Attend training as required to fulfil the requirements of the role

Person Specification

Essential Criterial - Assessed at application and interview stage

2 years' experience in an administration role to include experience of: note taking, diary management and supporting recruitment and selection processes.

GCSE English and Maths at grades C or above, or equivalent.

Experience in the use of Microsoft Office packages such as Outlook, Word and Excel.

High attention to detail, ensuring accuracy, and that all communication is aligned to our brand guidelines

Access to a suitable vehicle (appropriately maintained and insured for business purposes) or other suitable for of transport which will enable the successful candidate to fulfill the requirements of the role.

Desirable Criteria - Assessed at application stage

Hold or working towards a relevant HR, business or administration qualification

Level 3 CIPD qualified or working towards

Job Types: Full-time, Permanent

Pay: 31,650.00 per year

Benefits:

Company pension Employee discount Enhanced maternity leave Enhanced paternity leave Free parking On-site parking Referral programme
Schedule:

Day shift Monday to Friday No weekends
Work Location: In person