Job Description

HR Administration

• Maintain accurate and up-to-date employee records within the HR Management System, ensuring all employee data, documentation, contractual changes, absence records, annual leave and employee life cycle information are recorded securely and in a timely manner.
• Administer employee lifecycle processes, including onboarding, probation monitoring, contractual amendments, starters, leavers and exit interview coordination.
• Prepare and issue employment documentation, including offer letters and contractual variation letters, and support pay-roll related administration relating to changes in salary, hours and job titles.
• Support managers and employees with HR queries, providing guidance on system use and promoting effective utilisation of HR.
• Maintain accurate HR data and training records, producing reports and management information on workforce metrics, absence, equality, diversity and inclusion, training compliance and other organisation requirements. Providing data in reports for SMT/Trustees.
• Ensure compliance with GDPR and data retention requirements, including the secure management and deletion of employee records.
• Coordinate occupational health referrals and support employee wellbeing initiatives, including mental health and wellbeing activities.
• Contribute to the continuous improvement of HR systems, processes and data quality across the organisation, Including implement of new HR database, as required

HR Guidance and Policy Support

• Provide first-line HR Support and guidance to managers and employees on routine HR matters, policies, procedures and employment processes, ensuring advice is consistent with organisational policy and practice.
• Respond to day-to-day HR Queries relating to areas such as recruitment, onboarding, absence, leave, probation and employment documentation.
• Support manages in applying HR policies and procedures fairly and consistently, identifying when matters require escalation.
• Refer complex, sensitive or high-risk employment matters, including disciplinary, grievance, capability, performance, redundancy, employee relations and employment law issues, to our external HR advisory service and/or Senior Management Team.
• The post holder is expected to provide routine, first-line HR guidance only and should escalate complex, sensitive or high-risk employment matters to the Senior Management Team and external HR advisory service.

Recruitment

• Coordinate the end-to-end recruitment process, acting as the first point of contact for candidates and recruiting managers and ensuring all enquiries are managed professionally and promptly
• Draft and publish job advertisements, maintain recruitment content to be sent to the organisation’s website service controller, and support the delivery of inclusive and effective recruitment campaigns.
• Manage recruitment administration, including candidate communications, interview scheduling, onboarding activities and recruitment recordkeeping.
• Produce recruitment- related reports and metrics, supporting workforce planning, salary benchmarking and pay review activity where required.

Safeguarding and Compliance

• Promote and uphold safeguarding responsibilities across all recruitment and employment activities, supporting managers to implement safer recruitment practices in line with organisational policies and statutory requirement.
• Coordinate and monitor all pre-employment and ongoing compliance checks, references, right-to-work verification, qualification checks and other employment screening requirements.
• Maintain oversight of the DBS administration system, ensuring checks, renewals and records are completed in line with organisation requirements for prospective staff.
• Support the reviews and administration of HR policies, procedures and mandatory training requirements to ensure legal, regulatory and safeguarding compliance.
• Ensure employee, recruitment and safeguarding records are maintained securely, confidentially and in accordance with GDPR requirements.

Office and Facilities Management

• Support the day-to-day operation of the office environment, ensuring it is safe, professional, inclusive and welcoming.
• Act as the primary contact for the facilities providers, manage office supplies, equipment and resources, ensuring availability and value for money with the support of the Domestic Facilities Admin.
• Coordinate room bookings and venue arrangements for meetings, training sessions, and other organisational events and activities.
• Oversee records management and archiving processes, including liaising with external providers and secure document retention and destruction arrangements.
• Liaise with external advisors and service providers, including HR, occupational health, facilities, archiving and data protection support, ensuring advice is acted on appropriately and records of key decisions are maintained.

Health & Safety

• Maintain oversight of organisational health and safety arrangements, promoting a positive health and safety culture and supporting compliance with relevant legislation and best practice.
• Coordinate the annual review of the Health & Safety Policy and maintain accurate incident training and compliance records.
• Coordinate and monitor risk assessments, including fire, office, lone-working and event-related assessments, ensuring appropriate actions are implemented.
• Arrange health & safety training and provide induction and ongoing guidance to employees on health and safety procedures and responsibilities.

General

• Handle confidential and sensitive information with discretion, maintaining appropriate boundaries and ensuring information is shared only with those who need to know.
• Use Microsoft 365 and relevant organisational systems to maintain records, produce reports, support process improvement and communicate effectively with colleagues and external contacts.
• To adhere to the policies and procedures as specified by the Saltbox Trustees.
• To undertake such other duties as may be required by your line manager and/or the Saltbox Management Team which are commensurate with the position.

Personal Responsibilities

• Undertake regular personal supervision and appraisal.
• Undertake training as identified by your line manager and/or the Senior Management Team.

Person Specification for (HR Manager & Facilities Manager)

Additional Requirement

The postholder must be able to demonstrate an understanding of appropriate professional boundaries, providing first-line HR guidance and policy support while recognising when specialist advice is required and escalating complex employee relations, employment law or organisational risk matters to external HR advisers and/or the Senior Management Team.

Other Information:

Saltbox:

Saltbox is an organisation with Christian values and principles. Saltbox services support those with all faiths and none. It is not a requirement to be a Christian to work for Saltbox; however, staff are expected to behave in accordance with our Values and Guiding Principles, which are detailed below:

Values:

Our message to individuals, communities and organisations is:

• You are valuable
• You have purpose
• You can be forgiven
• You can trust
• You can serve
• You can make a difference

Saltbox’s Guiding Principles:

1. We are an organisation with Christian values & principles
2. We aim to make a difference to communities & to see individual lives transformed
3. We seek to work in partnership & seek collaborative opportunities to strengthen communities
4. We strive to be caring, professional & hardworking at all times