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•To support and coordinate the activities of the Employee Relations & Policy team in support of the effective delivery of the People Strategy;
•Inform and advise as required about the status of union consultation, collective dispute risk and handle all routine ER queries as first point of contact;
•Manage and organize key national union meetings for the ER Team, including coordination and timely distribution of agenda/supporting documentation; accurate and timely production/distribution of minutes, follow-up on actions and meeting preparation;
•Prepare high standard documents and presentation materials for a variety of forums including national union and senior management meetings;
•Undertake accurate data collection, collation and analysis, producing management information reports (e.g. Redeployment and Disputes schedules) and contributing to ER&P reports and presentations;
•Maintain accurate records of trade union representatives across the and provide administrative support.
Respect at Work
•Primary responsibility for coordinating the allocation of bullying & harassment cases (grievances and any subsequent disciplinary) in line within agreed timeframes and established protocols;
•Effective maintenance of contact lists/rotas and case allocation recording systems;
•Undertake accurate data collection, collation and analysis on Respect at Work related activities;
•Provide research and project support in the development of Support at Work services and the Case Management System;
•Update and maintain Respect at Work related internal web pages;
•Provide project coordination and support to Respect at Work related meetings, including minute taking, actions follow-up and document preparation/distribution.
•Provide cover for the HR Advisor, Support at Work.
Policy & Process
•Inform and advise as required as first point of contact on policy and process issues, to include primary responsibility for the ER policy email in-box, escalating as appropriate queries to Managers and Divisional HR teams;
•Liaise with HR Direct (Capita) as required with respect to HR process issues, including any escalated issues resulting from new joiner and eligibility to work audits to ensure HR Direct compliance;
•Update and maintain HR Policy related internal web pages.
•Proactive diary management support to the ER&P team;
•To act as a focal point of contact, judging the priority of call and visitors, dealing with the many conflicting demands of the office;
•Establish, maintain and develop as appropriate, efficient office, administrative and information management systems and processes to ensure the smooth running of the office at all times;
•Take appropriate actions to ensure the highest standards of confidentiality are maintained;
•Manage own workload effectively and assess priorities to meet conflicting deadlines, often at short notice and under pressure;
•Provide general operational support to the team i.e. business initiatives, project work and day-to-day operational activities
KNOWLEDGE, TRAINING AND EXPERIENCE
Advanced IT skills
RSA III/NVQ 3 or equivalent.
Trained and experienced at intermediate level in a range of software packages
Good standard of English & Numerate
Advanced secretarial skills such as audio and voice recognition software
At least 2/3 years experience in a secretarial environment
AREAS OF EXPERIENCE AND KNOWLEDGE:
The ability to organise and prioritise own workload within any specified guidelines where guidance
is not readily available, but at set intervals
Proficient in diary management co-ordinating appointments to ensure best use of Managers’ time
Experience of transcribing formal minutes of meetings.
Independent/lone working and team working skills
Experience of adapting to change and managing work in a changing environment
Evidence of ability to be flexible and show initiative, sensitivity and enthusiasm to work
Free job description ER & Policy Team Administrator
KNOWLEDGE & EXPERIENCE
•Ability to develop a full understanding of the operation and structure of the , how the organisation works with the trade unions and how the relationship is managed;
•Ability to develop a broad understanding of HR policies and procedures as well as the wider strategic issues / challenges faced
•Ability to gather, collate and analyse numeric data/information and present coherently in reports and presentation materials;
•Excellent planning and organizing skills - proven ability to prioritise/manage time effectively and use initiative as appropriate;
•Experience of working to tight deadlines, often under pressure, effectively and often without close supervision;
•Proven ability to work in a team environment and to communicate effectively with a range of people at all levels;
•Excellent practical knowledge and skills in using a range of packages, including Word, Excel and PowerPoint; Internet search
•Excellent administrative and organisational skills; ability to coordinate activities and conflicting demands across a busy team;
•An understanding of the importance of timely information and reporting without compromising quality;
oExcellent attention to detail and accuracy;
oAbility to express oneself confidently and concisely both orally and in writing;
oA flexible and pragmatic approach to supporting the wider operational environment.
•To provide comprehensive administrative support to the team, including effective coordination of projects and activities;
•To operate as first point of contact providing advice as appropriate and status updates regarding critical activities (i.e. development/delivery activities, communications plans, collective bargaining, industrial disputes);
•To contribute to projects and activities as appropriate, including effective project coordination, follow-up, research, presentation and communication support.