JOB TITLE: Human Resources Administrator

JOB DESCRIPTION

DEPARTMENT: Human Resources (HR)

EMPLOYER: Oxford Diocesan Board of Finance (ODBF)

LOCATION: Initially based at Oxford Diocesan Office in North Hinksey village, on the outskirts of Oxford and travelling across the Diocese of Oxford. However, Church House will be relocating within the Oxford area and this is likely to be in the next 12 months.

ACCOUNTABLE TO: The Director of Human Resources

KEY RELATIONSHIPS: Works closely with the Director of HR, other members of the HR team, members of the HR Panel and staff in Diocesan Church House

BACKGROUND

In 2013, the Diocese of Oxford created a new department that combines clergy and lay HR functions to enable the diocese to develop and effectively execute its ‘Living Faith’ strategy by

 Developing and implementing consistent and effective diocesan HR policies, systems and practices  Working with the leadership team to facilitate organisational change  Providing timely and credible advice and guidance to the leadership team regarding productivity , management and development of the workforce  Enabling the development of the workforce (clergy and lay) by working together with other departments to identify and implement effective learning and development strategies

ODBF’s Christian vision, ethos and principles underpin all aspects of the way the Board runs. The post-holder must be committed to the ODBF’s principles and values, and support the Diocesan "Living Faith" framework.

JOB PURPOSE

1 To support the HR department in the delivery of an effective HR service to the ODBF, ODBE and to Bishop’s Staff on clergy related matters by providing confidential specialist organisation, administration, data management and customer care services in this area.

The post holder is expected to carry out the professional duties of an HR Administrator as described below by working in collaboration with other members of the team and under the leadership of the Director of HR ------

PRINCIPAL ACCOUNTABILITIES

1. To organise and administer all aspects of HR work by developing and maintaining effective HR administrative systems (70%) 2. To administer the DBS processes (15%) 3. To maintain HR web based resources by keeping up to date with developments in employment and ecclesiastical legislation (10%) 4. To undertake wider agreed tasks that supports the work of the HR department as well as their own professional development (5%)

DUTIES AND RESPONSIBILITIES:

1. To organise and administer all aspects of HR work by developing and maintaining effective HR administrative systems

The responsibilities of the post-holder are divided into the following areas of work:

Recruitment & Selection  Working closely with the HR Adviser, support the production of job advertisements; place and monitor them accordingly  Liaise with the Advertising Agency to promote vacancies and Diocese of Oxford as an employer of choice  Update recruitment pages of the organisation’s website  Support the recruitment process by producing short-listing grids; photocopying applicants’ application forms; booking rooms; liaising with the short-listing panel  Ensure that selection activities run smoothly  Handle all correspondence relating selection activities  In conjunction with the HR Adviser, administer recruitment monitoring forms relating to both employee and clergy appointments and provide information for response analysis  Administer post selection correspondence including successful and unsuccessful letters to candidates and obtaining references  Develop and maintain a system for issues relating to right of work in the UK

Starters and Leavers  Support the HR Adviser in putting together contracts of employment and other documents ready for a new staff member to join us  Support the induction programme by preparing induction schedules; photocopying packs and welcoming new staff members to the organisation  Organise exit interviews when appropriate Learning and Development

2  Support the organisation and administration of staff and clergy training sessions, workshops and other relevant activities  Develop and maintain a system for recording individual and department training records

HR records  Maintain up to date personnel records both electronic and manual including information inputting and retrieval of relevant data. This includes the current Filestream document management system and any future HR Management system  Collate monthly payroll figures  Provide monthly reports – turnover, recruitment costs etc  Maintain records of all schemes and external providers’ lists

Benefits, Health and Wellbeing  Administer the company benefit scheme to include healthcare, pension, life assurance and EMT benefits  Liaise with external providers such as Occupational Health for referrals to take place in a timely manner

Coordination of HR Panel; any sub-committee meetings and other departmental meetings  Support the Director of HR in setting up HR Panel meetings  Process papers, correspondence, and agendas for appropriate committees and meetings so that they run smoothly  Correspond with members of the HR Panel and sub-committees in terms of their availability for the meetings  Book venues and refreshments for meetings as required  Minute meetings  Liaise with Heads of Departments regarding agenda items for the meeting  Monitor action points

2. To administer the DBS processes

 Maintain Diocesan parish Verifier and Recruiter records  Respond to parish queries by phone, email and post  In conjunction with the HR Adviser, oversee checking of Invoices from The Churches Agency for Safeguarding (CAS) with the Diocesan Countersignatory team, and initiate payment.  In collaboration with the Diocesan Safeguarding Adviser, from time to time, prepare and e-mail information to parish Verifiers

3. To maintain HR web based resources by keeping up to date with developments in employment and ecclesiastical legislation

 Keep up-to-date both employee and clergy HR pages on the diocesan website  Respond to queries relating to the HR pages  Liaise with Communications department for any technical maintenance of the pages

4. To undertake wider agreed tasks that supports the work of the HR department as well as their own professional development

3  Support and contribute to organisation’s projects, including researching and benchmarking on HR matters  Promote equality and diversity as part of the culture of the organisation  Carry out any other duties and responsibilities as required in line with operational needs  Comply and fully cooperate with Diocese of Oxford health and safety policy  Maintain an up-to-date knowledge of technical competency areas and take a proactive approach to continuous professional and personal development  Participate in the Diocese of Oxford performance management processes

PLANNING & ORGANISATION:

 To prioritise duties in order to meet prescribed deadlines  To support an effective HR service by: o Dealing with incoming and outgoing email and mail o Developing and maintaining an appropriate ‘brought forward’ system operates to ensure that all matters are dealt with in a timely manner by the department o Dealing with all telephone calls in an efficient, helpful and friendly manner, ensuring that queries are responded to effectively and efficiently o Maintaining accurate and up to date departmental information, including electronic and manual records and reports

DECISIONS:

 Use initiative to enable progress within their area of work  Influence decision making by providing accurate and timely information and data

CONTACT WITH OTHERS:

Internal:  Employees of ODBF and ODBE  Temporary Workers/ Volunteers  Clergy in the Diocese of Oxford as appropriate  Human Resource Panel Members

External:  Employees of companies/ organisations that provide professional services to the diocese, such as: resourcing and employment agencies, occupational health, mediation, counselling services, organisational development consultancy, employment law and ecclesiastical law solicitors etc  Members of HR professional bodies (ACAS, CIPD) and HR colleagues from other dioceses or organisations

PROFESSIONAL STANDARDS - KNOWLEDGE, SKILLS AND COMPETENCIES

4 Knowledge

Essential  Competent knowledge of administration in a business context  Understanding of the HR profession and its role in the organisation  Understanding of the importance of safer recruitment and confidentiality

Desirable  Awareness of employment and ecclesiastical laws  Understanding and awareness of Church structures

Experience

Essential  Minimum three years’ experience in general administration, in particular: o Developing and implementing both manual and electronic administrative systems o Providing effective and customer focused administrative support o Organising and coordinating meetings o Handling confidential and sensitive information

Desirable  Experience of administering a company pension scheme/s

Technical and applied skills

 Excellent time management and organisational skills  Excellent interpersonal and communication skills  Flexibility towards managing priorities and work generally  Ability to maintain accuracy in a high volume environment  Ability to work on own initiative with minimum supervision  IT skills including use of HR Management systems and a proficient use of word processing, use of internet applications and social media for work purposes

Personal aptitudes

Essential  A pragmatic and 'can do' attitude, along with energy and enthusiasm  Personal effectiveness  Delivering excellent customer service  A good team player  Problem solver and results driven  Understanding of and empathy for the work of the Church of England as well as ability to subscribe to the companies Christian ethos and values

Desirable  Engagement with the life of the Church

GENERAL INFORMATION

5 Remuneration TBC

Hours of work Nominal record of 35 hours, Monday to Friday, but a flexible approach to working is expected

Place of work Diocesan Church House, North Hinksey, Oxford.

Holidays Equivalent to 22 days paid leave in the first year rising to 25 days thereafter. In addition to the usual public holidays, Ascension Day, Maundy Thursday and Christmas Eve

Pension Membership of the Church of England Pensions Board Pension Provision Builder 2014 Scheme Probation Six months, during which time progress is regularly reviewed and period the period may be extended. Notice period During probation, 1 month and thereafter, 3 months from either side, or the statutory minimum (whichever is greater).

Circumstances  Currently the office is located in North Hinksey village, on the outskirts of Oxford, however we will be relocating within the Oxford area and this is likely to be in the next 12 months.  Travel within the Diocese of Oxford  Travel to national and regional training and networking events  May be required to work occasional evenings, occasional overnight stays in relation to training

The current main duties and responsibilities of this post are outlined in this job description. The list is not meant to be exhaustive. The need for flexibility, shared accountability and team working is required. The post-holder is expected to carry out any other related duties that are within the employee's skills and abilities, commensurate with the post’s banding and whenever reasonably instructed.

It is the practice of the Diocese of Oxford to review job descriptions annually to ensure that they relate to the role as then being performed or to incorporate whatever reasonable changes that have occurred over time or are being proposed. This review will be carried out by the line manager in consultation with the post-holder before any changes are implemented. The post- holder is expected to participate fully in such discussions and implementation.

Date of Next Review: End of probationary period