The HR Co-ordinator supports the HR activities by providing assistance to the Human Resources Manager. This includes the planning, preparation and co-ordination of day to day tasks such as the administration and maintenance of the HR system, acting as first point of contact for HR queries, sourcing and arranging relevant learning and development, leading on recruitment and selection and assisting with the implementation of the Welsh Language Standards.

Principal responsibilities

1. Administration – provides support and cover to the Human Resources Manager by offering full HR administrative support and dealing with routine and non-routine queries.
2. Records management and reporting – administers and maintains Cascade (HR system) on a daily basis, maintaining the HR self-service system.
   – Is a named System Administrator with Cascade.
   – Manages the day to day administration of TOIL, flexitime, holidays, special leave, sickness etc, providing statistics and reports as necessary to the HR Manager, SLT, and the HR & Remuneration Committee, including relevant statutory information to external bodies.
   – Maintains the system on a daily basis and assists in the development of the system
   – Co-ordinates and maintains the Register of Staff Declarations of Interest.

3. Learning and Development – assists the HR Manager with drafting and updating the Corporate Learning and Development plan, sources and administers corporate and individual learning needs and courses, and assists in co-ordinating skills audits where appropriate in liaison with external providers as necessary.

4. Recruitment – takes the lead on specific recruitment campaigns (permanent and temporary), placement and monitoring the effectiveness of advertisements, participating in interviews, the issue of offers and contracts, makes salary recommendations to the Human Resources Manager, assists with job description design and supports the Human Resources Manager in the delivery of the HR module of induction process.
   – Monitors completion of the Staff Induction Programme for each new employee, liaising with managers as necessary.
   – Management of probationary procedures.

5. Governance – supports the Human Resources Manager in the preparation of papers and documents, and the organisation and minuting of HR & Remuneration Committee meetings, including co-ordination of action reports, provision of papers, lunch/refreshments.
6. Employee Relations – supports the Human Resources Manager in the organisation, preparation of papers and documents, and minuting of Management/Union forum, including co-ordination of action reports and monitoring outstanding actions. Provides similar support for Committee if required.
   – Supports staff with any areas of concern or guidance they require and ensure confidentiality and impartiality is retained throughout.
   

7. Project management – assists in the preparation and monitoring of project plans and arrangement and co-ordination of working groups as appropriate.
   – Assists with the co-ordination, administrative support and delivery of HR projects such as Organisational Review, annual pay review process, and Welsh Language Scheme and provides relevant data and information as required. 

8. Record Keeping – maintains files, records and archives for the Human Resources Manager.
   – Responsible for maintenance of HR records and management of accurate and up to date staff records and electronic filing/archiving system.

9. Relationship management – ensures a high standard of customer service in dealing with staff, builds new relationships, and supports the Human Resources Manager in managing and maintaining existing internal and external contact relationships.
   – Provides front line support and advises on routine day to day, and non-routine HR issues
   – Is the first point of contact for HR queries (including queries relating to the HR system) and liaises with the HR system’s Service Desk where necessary.

Essential qualifications, skills and experience

• Fluency in Welsh (both written and spoken)
  
• Qualified to CIPD level 3 or equivalent
• Good understanding of HR processes and procedures
• An understanding of employment legislation
• An awareness of the responsibilities associated with supporting staff and handling confidential, sensitive and staff information
• Highly developed IT and administrative skills
• Excellent spoken and written communication skills, building and maintaining relationships, both internally and externally
• Experience of setting up administrative systems and procedures
• Proven relevant experience of providing first line support within a small, busy HR team
• Experience of data management/information systems and/or databases
• Commitment to and thorough understanding of equality and diversity, in particular to access for staff and visitors
• Capable of making decisions within the established framework and understanding the process, procedures and legal implications around those decisions
• Capable of drafting letters, basic reports and minutes showing understanding of content
• Accurately prioritises key tasks
• Diplomacy and the ability to deal appropriately with difficult and demanding situations
• Ability to work under pressure
• Confident and well organised
• Adapts the service based on different needs of colleagues
• Capable of keeping up with new policies and initiatives and suggesting improvements
• Capable of keeping up with changes to employment legislation, and best practice, and understanding their impact on the organisation and its employees
• Ability to communicate facts and knowledge relating to detailed requests and issues
• Ability to resolve issues and problems by using the correct channels
• Takes responsibility for own work with the ability to be self-servicing and to working with a minimum of direct supervision
• A flexible and adaptable attitude to the developing needs of the team
• Actively works with and supports the team to achieve objectives
• Commitment to high standards of customer care
• Commitment to continuing professional development
• The occasional requirement to travel to regional offices throughout Wales

Desirable qualities and experience

• Membership of the CIPD
• Working knowledge of Cascade (HR information system)

• Experience of working within a similar role within the charitable or public sector