JOB DESCRIPTION | HR & ADMIN O FFICER

1. Official Job title: HR & Admin Officer

2. Department: HR

3. Responsible to: CEO

4. Hours: 16 hours per week (9:30am to 1:30pm, Mon – Thurs).

**Must be flexible with willingness to work weekends, evenings and during campaigns and busy periods.

5. Purpose: Human Aid, an international humanitarian charity, seeks an enthusiastic, highly organised and
experienced HR & Admin Officer, with ability to communicate effectively and work accurately. You will be
joining our energetic and growing team to carry out a wide range of administrative and human resources
management duties. Strong customer-focused approach, and ability to work on own initiative are essential.

6. Core Areas of work

The role involves having responsibility for the day-to-day management of the Human Aid Office and supporting
all areas of Human Resources, and administrative tasks. You will be the main point of contact for HR activities.
Working autonomously, the successful candidate will be experienced and confident in administration skills.
Previous experience working within the charitable sector is an advantage for this position.

7. Main tasks

Office Management
 To act as the first point of contact for the organisation answering the phone and taking messages as
required.
 To manage the post and deliveries office-related, to open and distribute all mail for the office and
provide general administrative support as required.
 To effectively manage the relevant email inboxes, resolving queries and escalating/forwarding
concerns to the relevant department.
 To greet visitors and inform the relevant colleagues that their visitor arrived.
 To support the implementation of Health & Safety office policies.
 To organise staff social events.
 To handle Ad hoc office related projects on requests.
 To be responsible for key storage management.
 To purchase items, store and monitor stock levels and replenish as and when required.
 To handle general enquiries.
 To arrange meetings.
 To oversee front end donor support.

Human Resources
 To manage HR software.
 To maintain employee records.
 To monitor employee holidays and absences.
 To support recruitment activities ie interviews, offer letter, vetting and reference checks.
 To reconcile staff holidays bookings and working hours
 To book and arranging team training
  To ensure adherence to organisation policies and procedures
 To plan & coordinate staff social, retreats, briefings
 To deal with staff grievances and complaints
 To coordinate staff appraisals
 To organise staff inductions and manage the onboarding process
 To assist in the coordination and administration of all staff learning and development activities
 To manage interviews and recruitment process
 To maintain all employee benefit platforms updated
 To coordinating appraisals, monthly reviews and 1-2-1s, ensuring all required documentation is
completed.
 To handle Ad hoc support on HR related projects on request.
 To manage and maintain the DBS check process
 To proactively promote excellence in regard to the organisation’s Values, Policies, Procedures and
Processes including but not limited to Personnel Expectations, Safeguarding, Health and Safety and
Well-being.
 To lead organisational personnel development and CPD

Others
 To support the CEO, as and when required
 To support with Fundraising activities from time-to-time, and during our peak periods.
 To undertaking any other duties which may be reasonably regarded as within the nature of the duties,
responsibilities and scope of the role.

PERSONAL SPECIFICATION | FINANCE COORDINATOR

(E)= Essential (D) = Desirable

Qualification & Training

 A University degree (D)

Experience
 Administration and HR experience (E)
 Experience in similar role dealing with HR administration (E)
 Experience in using HR software (D)
 Proven experience of working independently to achieve key objectives (E)

Skills
 Good numeracy skills (E)
 Excellent administrative, organisational and presentation skills (E)
 Excellent written and verbal communication skills with strong diligence
and excellent attention to detail (E)
 Excellent telephone manner and attitude to customer service (E)
 Excellent time management and organisational skills (E)
 Good interpersonal skills (E)
 Good numeracy skills and competent in the use of Microsoft Excel functions (E)
 Strong IT skills, Microsoft Office and competent in the use of IT systems including HR databases (E)
 Strong negotiation and influencing skills (D)

Knowledge
 Good knowledge of the UK Muslim community (D)
  Competent understanding of UK Employment Law (D)

Ability
 Ability to work under pressure to agreed deadlines and adapt to change (E)
 Ability to work effectively within a team environment (E)
 Ability to build and maintain positive relationships (E)
 Ability to handling difficult personnel matters (E)
 Understanding of the need for confidentiality and discretion (E)
 Ability to prioritise workload and work on own initiative (E)
 Ability to see tasks through to completion with minimal supervision (E)
 Understanding of the voluntary sector (D)
 Ability to communicate in Arabic/Urdu/Punjabi/Bengali. (D)
 Ability to work unsociable hours during peak campaigns. (D)
 Confident and professional attitude in the provision of people support services (E)
 Excellent interpersonal skills with the ability to build trusted relationships with stakeholders at all
levels
 Resilient and able to work calmly during times of pressure and meet deadlines and targets effectively
(E)
 Reliable, flexible, and willing to work smart and to learn new skills (E)
 Ability to demonstrate passion and enthusiasm for the organisation’s mission and values (E)
 Commitment to Equal Opportunities (E)
 Ability to provide either:
 Minute taking/report writing skills

Other
 UK driving license (D)