MAIN DUTIES AND RESPONSIBILITIES
1. Administrative Duties
1.1 Carry out all administrative functions in a timely and consistent manner, in accordance with best practice and current employment legislation e.g. record keeping, end to end recruitment processing, issuing of contracts of employment, word processing, photocopying, data input, system testing, etc.
1.2 Answer routine questions from line managers and staff about terms and conditions of employment and their interpretation;
1.3 Correspond with employees regarding terms and conditions of service, e.g. leave entitlements, salary, pension, hours, etc.
1.4 Correspond with job applicants in relation to job vacancies and their application process.
1.5 Provide administrative support to recruitment panels.
1.6 Input and maintain HR system records in relation to agency workers, job applicants and employees and ensure an orderly confidential office environment is maintained at all times;
1.7 Deal with internal and external customer queries in a professional and timely manner and ensure confidentiality is maintained at all times;
1.8 Collate information from a range of sources in a meaningful and user friendly format, making use of Microsoft Office e.g. Outlook, Word, Excel, PowerPoint;
1.9 Liaise with internal and external stakeholders about processing of payments e.g. First aid allowance, car user allowance, Advertising Agency accounts.
1.10 Process information on HR System and Employee Self Service systems in relation to employee records and produce and issue associated documents in an accurate and timely manner, working closely with managers and staff across the organisation.
1.11 Assist in maintaining the diaries of senior HR staff
1.12 Assist in the preparation of meeting arrangements, interviews, training workshops, PowerPoint presentations, statistics, etc.;
1.13 Attend internal and external meetings and provide secretariat support as required.
1.14 Provide administrative support to other HR functional areas.
2. Policy, Procedure and Governance
2.1 Carry out duties in line with Libraries NI policy and procedures and ensure they are applied fairly throughout the service.
2.2 Assist in the preparation of returns to statutory agencies.
2.3 Carry out records management processes in accordance with Data Protection legislation to support governance;
2.4 Be responsible for the collation of relevant data to enable monitoring, analysis and reporting of information for performance management
2.5 Assist in the preparation and distribution of staff communications, and maintenance of HR Directorate policies and procedures;
2.6 Work as part of a team, which forms part of the overall Business Support function.
The post holder will be required to undertake other duties as may reasonably be requested by the Line Manager from time to time or appropriate to the grade.
This job description is intended to indicate the broad range of responsibilities and requirements of the post. It is neither exhaustive nor prescriptive. Libraries NI reserves the right, in consultation with the postholder, to amend the job description to meet the changing needs of the organisation.