YMCA Doncaster Hiring for HR Administrator – Part Time at Doncaster Full Time

We are looking for someone to take on sole responsibility for our personnel / HR administration and record keeping, including payroll, recruitment, training, absence and performance.

You will be involved with staff and volunteers across all aspects of our work, ensuring that information is kept up to date. This will include full responsibility for operating efficient background checking, holiday records, absence records and similar.

You will be naturally well-organised and able to manage your own workload without direct supervision. Your attention to detail will be exceptional, and you will have an ability to communicate well with a range of people whilst being aware of confidentiality issues relevant to this role.

You will be comfortable with numbers too; calculating and checking pay, leave entitlements, timesheets and similar will be a regular part of your role.

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Hours of Work

Monday, Wednesday and Friday – 9.15am to 2.45pm

(Or your choice of a regular alternative 5.5 hours per day on Monday, Wednesday and Friday)

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Job Purpose

To take responsibility for personnel administration and record keeping, including payroll, recruitment, induction, training, absence and performance, and to support the Chief Executive in the management of her office, diary and charity administration.

Main Responsibilities

• To act as a contact point and co-ordinator for designated stages of recruitment of staff and volunteers.
• To complete weekly and monthly payroll.
• To ensure that all staff and volunteers undergo appropriate DBS and Right to Work checks as required by law, and to act as signatory and responsible person in that respect.
• To ensure that new staff and volunteers are provided with appropriate standard information.
• To prepare accurate contracts of employment for all staff.
• To ensure that holiday allocations are accurate and that requests and arrangements are processed correctly via the online system.
• To check time records and work patterns for salaried staff and address any discrepancies as needed.
• To ensure that all training and learning is properly recorded on file.
• To ensure that sickness and other absence records are kept up to date.
• To take accurate notes at formal meetings where required.
• To ensure that individual personnel files are up to date and accurate.
• To ensure that changes to circumstances, disclosures and similar are passed to the Chief Executive or relevant manager as protocol requires.
• To ensure that the Chief Executive’s office is kept tidy, equipped properly and cleaned regularly.
• To keep accurate and efficient filing systems for personnel records and for the Chief Executive as required.
• To ensure that policies and procedures are up to date and accessible.
• To check and audit records, and to deal with designated matters arising from audits including correction and instruction of staff at various levels.
• To provide regular financial and other reports as required.
• To contribute to drawing together evidence relating to quality systems.
• To develop and maintain appropriately professional relationships with members, users and with other staff, and to maintain absolute confidentiality at all times.
• To represent senior staff and the Association positively in all relationships, both internal and external.
• To work within the policies and procedures of YMCA Doncaster, and to contribute to their development.
• Other reasonable duties as required from time to time by the Line Manager.

Person Specification

• A sound educational background.
• Professional experience in an administrative role.
• Experience of managing a varied workload without supervision.
• Excellent organisational skills and attention to detail.
• Able to be assertive and tenacious.
• Comfortable working with numbers, transactions and calculations.
• Able to use Microsoft Word and Excel to a high standard.
• Able to take full responsibility for HR software including payroll (currently Xero) and holiday booking (currently PeopleHR) systems.
• Able to work within organisational procedures.
• Effective verbal and written communication skills, including the ability to communicate formally with people at a range of levels.
• Experience of maintaining confidentiality and appropriate relationships, and a clear understanding of the importance of those in the context of this role.
• Able to work to the Vision and Values of YMCA Doncaster.
• Able to represent the Association positively, professionally and with credibility.