About this role

The People Officer supports the Company’s HR and People activities by providing assistance to the People Manager to deliver key strategic objectives. This includes the planning, preparation and co-ordination of day-to-day tasks such as the administration and maintenance of the People system, acting as first point of contact for People-related queries, sourcing and arranging relevant learning and development, leading on specific recruitment and selection campaigns, and assisting with the implementation of People policies, procedures and initiatives.

Principal responsibilities:

• Administration – provides support and cover to the People Manager by offering People related administrative support and dealing with routine and non-routine queries.
• Records management, record keeping and reporting – administers and maintains the People system on a daily basis and assists in the development of the system.
• Is a named System Administrator for the People system. Manages the day-to-day administration of time off in lieu, flexitime, holidays, special leave, sickness etc.
• Responsible for maintenance of People files and records and management of accurate and up to date staff records and electronic filing/archiving system in line with General Data Protection Regulation (GDPR) requirements.
• Working with the People Manager to provide detailed and accurate statistics and reports as necessary to the Head of People & Culture, Executive Leadership Team, and the HR & Remuneration Committee, including relevant statutory information to external bodies.
• Equality, diversity and inclusion – works with the People Manager and others to deliver key aspects of the strategic equalities plan, such as diversifying the workforce and identifying and organising relevant training for staff.
• Learning and development – assists the People 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. Demonstrates a commitment to undertaking continuous professional development.
• 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, shares salary recommendations with People Manager and Director of Finance and Business Services, assists with job description design and supports the People Manager in the delivery of the HR/People-related induction process.
• Monitors completion of the Staff Induction Programme for each new employee, liaising with managers as necessary. Management of probationary procedures. Governance – supports the People 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.
• Supports the People Manager in amending existing and drafting new People Policies and procedures, giving due regard to current best practice and legislation.
• Employee relations – Advises on routine day to day and non-routine People-related issues.
• Supports staff with any areas of concern and provides guidance, in particular with regard to current policies and/or legislation ensuring confidentiality and impartiality is retained throughout.
• 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 People-related elements of projects such as Organisational Review, annual pay review process, and Welsh Language Scheme and provides relevant data and information as required.
• Relationship management – ensures a high standard of customer service in dealing with staff, builds new relationships internally and externally, and supports the People Manager in managing and maintaining existing internal and external contact relationships. Provides front line support to colleagues and liaises with external contacts. Is the first point of contact for People-related queries (including queries relating to the People system) and liaises with the People system’s Service Desk where necessary. Represents the People team at various committee and project group meetings and provides advice in relation to People-related matters, including deputising for the People Manager at ELT in their absence.
• Corporate compliance – adheres to those policies that protect the company and its staff against potential exposure to reportable risks and incidents. These include Anti-Fraud, General Data Protection Regulations, Welsh Language Standards, Wellbeing of Future Generations and Cyber Security/ICT use.

Additional duties – any reasonable duties consistent with the above.

Knowledge, experience and attributes

We want to attract to our organisation people who have a commitment to the principles of open and accountable public service, and the flair to work with a diverse range of customers.

We believe in setting the highest standards in all aspects of our work. Every member of staff is therefore an ambassador for the company and we expect everyone to respect and uphold our reputation. We aspire to be an innovative, forward-looking organisation. We look to our staff to work collaboratively with each other to ensure that we’re efficient, effective and useful. We take for granted that our staff will be competent in their management of routine administration and that they’ll have developed good organisational skills. So we’re particularly interested in staff who have the ability to work imaginatively and flexibly to tackle the challenges that they’ll face – staff who have the initiative and drive to thrive in a busy work environment and who derive satisfaction from achieving ambitious and stretching targets.

In addition, this role requires the following specific knowledge, experience and attributes.

Applicants will be assessed against the essential and desirable criteria set out below:

Qualifications:

Essential:

• Qualified to CIPD level 5 or equivalent and/or relevant professional experience in a HR role
• Membership of the CIPD Knowledge (desirable)

Knowledge

• 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
• Working knowledge of People/HR information systems (desirable)

Skills

• Highly developed IT and administrative skills
• Excellent spoken and written communication skills, building and maintaining relationships, both internally and externally

Experience

• Experience of setting up administrative systems and procedures
• Proven relevant experience of providing first line support within a small, busy HR/People team
• Experience of data management/information systems and/or databases

Attributes

• Commitment to and thorough understanding of equality, diversity and inclusion
• Capable of making decisions within the established framework and understanding the process, procedures and legal implications around those decisions
• Capable of drafting letters, reports and minutes showing understanding of content and the ability to communicate facts and knowledge relating to detailed requests and issues
• Diplomacy and the ability to deal appropriately with difficult and demanding situations
• Ability to work under pressure and to prioritise key tasks, takes responsibility for own work and works with a minimum of direct supervision
• Confident communicating with staff and key stakeholders at all levels
• Capable of keeping up with changes to employment legislation and best practice to inform new policies and make improvements, and understanding their impact on the organisation and its employees
• A flexible, adaptable and supportive attitude to the developing needs and objectives of the team
• The ability and willingness to occasionally travel throughout Wales and the UK and to work unsocial hours as the need arises

Welsh language

The position of People Officer is Welsh essential. You will need to be able to communicate in both English and Welsh in meetings, individually and in public. We are looking for an individual who understands the culture of Wales; the diverse relationship of the people of Wales with the Welsh language and who is committed to ensuring a progressive use of Welsh linguistically and culturally within the company and the wider sector. Everyone’s story with the language is different and we recognise that Welsh language confidence levels vary from person to person. We welcome applications from individuals who want to increase their confidence and those who have learnt the language fluently.