JOB DESCRIPTION Job Title People & Culture Administrator Responsible to People & Culture Team Responsible for N/A Contract Permanent, full time – 35 hours per week Hours Salary 9am–5pm, Monday - Friday £28,932 per annum (£30,090 after successful completion of a 6- month probation) Organisational Context Quo Vadis Trust (QVT) is a specialist housing charity (registration number 1116196) in South East London. We provide a service to people living with mental health needs and who need support with their housing. QVT currently provides homes to approximately two hundred people in South East London. Our range of support both on and off the premises helps each individual client to maximise their independence. Job Purpose To provide administrative support for the People & Culture Team. Main Responsibilities 1. HR Provide general day-to-day HR support across QVT including coordinating our HR software Employment Hero, and in relation to Employee Benefits, Learning & Development, and Recruitment, all in compliance with statutory obligations and best practice. - Assisting the People & Culture Team with all generalist HR matters - Assist with Onboarding and Offboarding processes, referencing the checklists - Assisting with preparation(s) for disciplinary and grievance hearings as necessary - Assist with coordination and support of recruitment administration - Assisting with maintaining employee contracts, personnel files and other employee information - Assisting with coordination of training and development programmes including administration of online training in conjunction with the L&D lead within the People & Culture Team, and liaising with external training bodies as required - Assist with administrating and processing of DBS applications and Eligibility to Work in the UK for team members - Assist with providing administrative support as required, including in respect of the Benefit Schemes and eligibility to work records and audits - Taking minutes for HR meetings e.g. fact-finding, investigations, disciplinaries and grievances - Assist with maintaining accurate records of team member supervisions - Assist with the administration of all QVT Employee benefits - Assist with providing data for quarterly HR Key Performance Indicators to the Quality Assurance Team - Assisting with quarterly HR report as requested - Assist with benchmarking processes and pay reviews - Assist with managing and maintaining filing, database systems and inventories - Assist with payroll and pension administration - Other reasonable duties and requests which need to be undertaken from time to time 2. Office management - Offer an excellent customer service as first and main point of call to Central Services - Be flexible in approach and compassionate in all people relations - Receive and direct telephone calls, and relay conversation and relevant messages to others while maintaining accuracy, clarity and confidentiality - Take responsibility for all email enquiries, ensuring they are forwarded to the correct team member - Establish rapport with team members, clients, visitors going in and out of the Central Services office on a daily basis - Ensure office is kept tidy, plants are watered, and all equipment is in good working order - Ensure the proper filing of relevant documents (QVT is a paperless office therefore documents are scanned and filed) - Assist with the distribution of post - Take and distribute accurate and confidential minutes at meetings and conferences - Work alongside the rest of the admin team and provide cover for them as necessary during absence. 3. General - Be a problem solver, responsive and willing to meet the changing demands and challenges of the organisation - Positively represent QVT to outside bodies to assist in the development and strengthening of partnerships and communicating the Trust’s vision, values and strategic aims - Communicate effectively and work productively with all team members - Be a team player in all activities - Foster positivity and productive working relationship with all internal and external stakeholders, contractors, suppliers and agencies - Exercise a high degree of probity and personal integrity in dealing with both internal and external stakeholders, contractors, suppliers and agencies - Adhere to all QVT’s policies and procedures. - Undertake any other tasks which might reasonably be requested by line manager including assistance with IT-related matters - Provide general office support and administration where required, including coordinating with the Admin Team to arrange phone coverage - To work in line with QVT company values: Dignity, Excellence, Respect, Integrity, Kindness Health and Safety All employees must observe, comply with and continually promote QVT’s policies and procedures for Health and Safety Equality, Diversity and Inclusion We are committed to tackling systemic inequalities by being proactive in creating opportunities for people from under-represented groups. With this in mind we welcome applications from all ethnic backgrounds, religions, gender identifications and sexual orientations, and from anyone who considers themselves to have a disability. All employees must observe, comply and continually promote QVT’s Equality, Diversity and Inclusion Policy. This job description of the role is as it is presently constructed. This will be reviewed periodically and updated to ensure that the job description fully reflects the responsibilities of the job. PERSON SPECIFICATION Job title Department People & Culture Administrator Central Services Education, Qualifications and Training Essential Desirable Very high standard of written communication Experience Working in a similar HR role Working in Mental Health Working for a Charity Skills/Abilities Proficient in Microsoft Office and Outlook Ability to work under pressure and to deadlines Good, clear, verbal and written communication skills Eye for detail and proof-reading ability Able to demonstrate a conscientious and dedicated attitude Ability to work on own initiative and demonstrate a commitment to team working Flexible and adaptable Tact, diplomacy and discretion Organised, methodical and thorough, with an eye for detail Awareness of GDPR A confident manner, and the ability to communicate at all levels A positive and friendly demeanour and a ‘can-do’ attitude Other relevant criteria Ability to travel between sites when required