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Job description

Be an active member of the General Assembly’s staff team, contributing to the effective administration of its functions. Provide administrative support to the Head of HR, executive staff and Conveners for the delivery of the agreed work programme for the Councils and Commissions supported by the HR Department, in a manner in keeping with the Christian ethos of the Presbyterian Church in Ireland.

Responsibilities

• Recruitment.
• Place agreed advertisements for job vacancies, both internally and externally,
• Provide administrative support during recruitment exercises, e.g. shortlisting and interview files.
• Provide practical support during recruitment exercises as required.
• Assist with pre-employment checks (references, ID documentation, pre-employment medicals).
• To prepare offer letters and contractual documentation as required.
• Update Fair Employment Monitoring data.
• General.
• Carry out the full range of administrative duties, including practical support for meetings, interviews and other events.
• Provide an efficient administrative service.
• Oversee the receipt, distribution, recording and dispatch mail.
• Monitor the HR email account, responding to or forwarding messages as required.
• Manage stock of office supplies, ordering replacements as necessary.
• Assist with general office duties, callers and visitors, dealing with enquires where appropriate.
• Input data onto the departmental databases as required.
• To assist in co-ordinating and supporting witness involvement in investigatory and formal meetings and to provide other practical and administrative support as required (minute taking).
• Provide hospitality for meetings and events.
• Record and process medical certificates
• Monitor absence levels and ensure senior HR staff are notified if line managers have not taken appropriate action to address ‘trigger points’.
• Manage HR file store, archiving and disposing of files which are no longer required in a safe manner in line with Data Protection Regulations.
• Undertake training required for the efficient performance of the duties
• Contribute to overall departmental effectiveness
• Perform any other duties deemed appropriate by the Head of HR.
• The duties of the post may change over time to meet requirements within the HR Department.

Skills and Qualifications

Essential Skills

• GCSEs in 5 subjects, Grades A-C, including English Language, or equivalent qualification
• OCR (RSA) Stage II in Word Processing or equivalent in qualifications or competence
• 1 years’ experience of working in an office environment.
• Experience of using Microsoft Office, particularly Word, Excel and Outlook.
• A basic knowledge of relevant employment legislation
• Experience of minute taking.
• Willingness to work within the Christian ethos of the Presbyterian Church in Ireland.