HR & Governance Administrator

5th January 2025

Organisation:

Citizens Advice Sheffield

Salary:

Salary £24,938 - £27,172 per annum pro rata (depending on qualifications and experience)

Location:

Sheffield

Hours and Working Pattern:

21-35 hours per week

Term of Employment:

12 months fixed term (maternity Cover)

Job Reference:

HR 12-25

Job Description

Specialist Administrator (HR & Governance) - Maternity Cover
Job description and person specification
Citizens Advice Sheffield provides a range of advice and advocacy services through digital means, by telephone and in person. We seek to empower our clients and support them to improve their confidence and capability on a wide range of issues. We campaign for change to social policy to improve the well-being of the people and communities we support.
We aim for excellence. Our ambition is to be among the best advice and advocacy services in the country, and one of the leading voluntary and community organisations in Sheffield. We believe in the value of strong partnership working with both voluntary and statutory sector organisations to make the most of limited resources and ensure quality, reliable advice and advocacy are available to all who need them in the city.
Purpose of job
This role reports to the Admin Team Manager and sits within the support services team, providing specialist Human Resources & Governance support across the organisation. The post-holder will liaise closely with the interim HR Manager and external HR contract. The postholder will also work closely with the Senior Management Team and Board of Trustees.
The HR & Governance Administrator will assist in the administration of all HR & People processes and procedures, as well as providing administrative support to our Governance functions.
Responsible to: Admin Team Manager
Responsible for: n/a
Main duties and responsibilities
The postholder will:
Assist with the recruitment and induction of paid staff and volunteers
Update HR database and any other personnel records
Maintain accurate governance records internally and with the Charity Commission, Companies House, Financial Conduct Authority and the Information Commissioner’s Office and with other regulators and bodies
Monitor trustee training and compliance and ensure all mandatory courses are undertaken
Arrange trustee board and committee meetings
Take minutes at meetings of the Trustees, both in person and via video recordings where appropriate and produce written minutes in line with organisational procedures and policies (including out of hours meetings)
Prepare HR documents including employment contracts
Prepare Board and Committee papers
Assist with HR policy development
Provide regular reports on HR metrics
Assist the interim HR Manager in supporting our wider management team with HR & People issues
Provide administrative support to managers at any HR or Governance related meetings
Administer people surveys and any other people feedback mechanisms
Work closely with other support services staff to enable accurate payroll calculations, training and learning and health and safety records
Be responsible for ensuring that all appropriate checks are completed in a timely and efficient manner including Right to Work and DBS checks
Support the delivery of our internal communications strategy and the use of digital tools to support this
Support the delivery of a People Health and Wellbeing strategy
Support the best use of our external HR contract including accessing advice as appropriate
Address HR & Governance arising risks and issues in line with the role
Support the delivery of the responsibilities of the HR & Governance functions in complying with employment, charity law and other legislation and organisational policies and procedures.
Answering incoming calls, taking messages and passing through where required.
Greet any visitors to the offices in a professional manner
Proactively assist with the smooth running of the office.
The above list is not exhaustive and other more general duties may be required within the role.
Person specification
Knowledge and experience
Essential:
Working knowledge of using ICT software (Google or Microsoft applications) to produce documents, spreadsheets and presentations or a proven ability to learn new software
Desirable:
Experience in providing high quality, efficient and modern administrative services within HR, Governance or other similar setting
Experience of using CRM systems, including importing, exporting and reporting
Experience of writing and producing clear and easily understood material in a range of formats
Skills and abilities
Work with a high level of integrity and discretion to hold confidential personal and sensitive data about colleagues and business strategy
Strong digital skills and be able to apply these to the job
To be able to analyse data and produce metrics in a visually attractive form
Maintaining accurate record keeping systems
Able to produce comprehensive and accurate reports and minutes to a high standard
Ability to work flexibly and to adapt to changing needs and priorities
Excellent attention to detail and ability to manage complex processes
Ability to manage difficult and emotionally charged conversations and interviews
Have a genuine passion to develop effective HR processes within our organisation and constantly looking for ways to improve the way we work
Good communication skills (verbal and written)
Self motivated
Able to prioritise
Well organised
Able to work as part of a team
Aptitude
Commitment to:
• the goals and values of Citizens Advice Sheffield
• working flexibly and to adapting to changing needs and priorities
• team working
• personal learning and professional development
• equal opportunities and to valuing diversity
Qualifications, training and accreditation
A CIPD (level 3) qualification is desirable.
Other
Essential:
Right to work in the UK
Subject to DBS check

How to Apply

Job application packs are available to download at www.citizensadvicesheffield.org.uk or you can contact applications@citizensadvicesheffield.org.uk. Please quote the job reference number in the subject heading. All candidates must submit the applic