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Hours: 36pw
Salary: £14,500 pa + £1,095 Hotspot Allowance pa
Interviews: w/c 24 September 2007
Contract Type: Fixed-Term, 3 Months
OXFAM PURPOSE: To work with others to overcome poverty and suffering.
TEAM PURPOSE: To provide professional administrative support to Trading Division's staff and managers to maximise our cash contribution by underpinning a work environment characterised by Oxfam's culture, values and ways of working.
JOB PURPOSE: To provide confidential administrative support to the Trading Division's staff and managers on all aspects of Human Resources, learning and development.
REPORTING LINES:
Post holder reports to: Team Leader, Trading HR
Staff reporting to this post: Possible supervision of volunteers and occasionally temporary staff.
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Draws from a number of information sources to inform individual and group decisions.
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Solves basic problems, which have some variety, and takes decisions based on a number of options.
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Communicates widely within the department, with some Oxfam contacts and/or wider external contacts.
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Contributes to the development of improvements to the department's services, procedures and systems.
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Occasional supervision of volunteers.
- To be the first point of contact for all verbal and written forms of communication and enquiry, from people both within and outside Oxfam, and to respond to such in a sensitive and appropriate manner.
- To be responsible for the administration process to support aspects of the Trading Division's HR management - this to include:
- Co-ordination and organisation of training events, booking venues and liasing with trainers, delegates and caterers to ensure everyone is kept up to date with changes in numbers or event.
- Recruitment liaison with managers, monitoring of applicants, advertising.
- Starters and leavers word processing of terms and conditions of employment, and any other applicable documentation/correspondence.
- To be responsible for the update and maintenance of the Trading Division's Computer Personnel Information System, for both the computerised records and manual files within the guidelines of the Data Protection Act.
- Performance management performance review returns, grievance and disciplinary papers.
- Attendance administration process to track the attendance returns and to provide attendance information reports to the HR Adviser.
- To contribute to project work individually or collectively.
- To ensure that an effective system of record keeping, both electronic and manual, is both actioned and maintained on a regular basis.
- To provide a comprehensive administrative support service to the Trading HR team.
- To perform in an accurate, professional and competent manner, meeting deadlines and using judgement to help solve problems relating to own work area.
E = Essential, D = Desirable
- Experience of organising events would be an advantage (D)
- Proven administrative experience and good organisational skills (E)
- Ability to work well under pressure within a very busy environment, using own initiative and to prioritise accordingly to meet deadlines (E)
- Ability to deal in a tactful and professional manner with confidential information and sensitive situations (E)
- Ability to compose correspondence and to create and develop administration processes (E)
- Excellent interpersonal and communication skills (E)
- Computer literate with excellent word processing skills and knowledge of Microsoft Office (including Word 2000, Excel 2000 and Databases) and electronic mail systems (such as Lotus Notes) (E)
- Conversant with basic statistical presentation, and experience of working with a Personnel Computer System would be advantageous (D)
- Ability to operate and work effectively and flexibly as a member of the HR team (E)
- To have an understanding of and ability to be customer service focused (E)
- To have an understanding of Oxfam's values and purpose (D)
Other:
Confidentiality is an essential aspect of the work of the Trading Division HR team.
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