Location: Carronfoot, Thornhill, Dumfries (Hybrid working available)
Salary: £34,125
Contract: Full Time, Permanent
About HALO
The HALO Trust is the leading global NGO addressing the impact and drivers of conflict in over 30 countries and territories, employing more than 12,500 staff. Our primary duty is to serve people affected by conflict, clearing landmines and the explosive remnants of war that threaten lives and livelihoods long after fighting has finished. We make land safe where war has ended, while also assisting those affected by active conflict and endemic violence, creating more durable solutions to support stability.
In recent years HALO has grown significantly, and with our financial strength and strong government, community, and partner relationships we are uniquely positioned to help build more resilient and prosperous communities..
About the role
With support from the People Services Manager and other members of the People Services Department, the HR Officer will be responsible for employee relations processing, and onboarding, ensuring that day-to-day operations run smoothly and efficiently.
This role will also assist with reviewing policies, identifying key gaps, cross-checking payroll, assisting with insurance claims, making Occupational Health referrals, advising on absence and helping us to track trends to identify areas where we may need to improve or generate policies to assist with. This role will also advise employees on key HR processes, such as probationary reviews, extensions or ending of fixed term contracts, checking of contract documentation and managing our appraisal pay uplifts and other key processes we need across our yearly HR cycle.
Main Duties
Processing Employee Relations Cases:
- Provide confidential and impartial advice to employees on matters such as conflict resolution, performance issues, and disciplinary actions.
- Follow the correct procedures when conducting investigations, disciplinary hearings or appeals.
Onboarding:
- Manage the onboarding process for new starters, ensuring that all new employees are onboarded smoothly.
- Ensure all new starters documentation is stored in the relevant files.
Review HR Policies & Processes:
- Contribute to the development and implementation of HR policies and processes.
- Assist in the roll out of user friendly ‘How to Guides’ for each HR policy.
- Assist in creating and maintaining templates for key HR documents, such as policies, procedures, and guidelines, to ensure consistency and accuracy.
- Assist in the communication of any new HR policies introduced.
Process Insurance Claims & Occupational Health Referrals:
- Assist in processing insurance claims in a timely manner, following the correct procedure and documenting these claims so that accurate data can be pulled and reported on.
- Assist in processing Occupational Health referrals in a timely manner.
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Absence Tracking:
- Track employee leave balances (sick leave, medical leave, maternity/paternity leave, etc.), ensuring compliance with company policies and legal requirements.
- Assist with the management of employee absences, including return-to-work interviews and accommodations.
Data Reporting:
- Prepare regular HR reports for management, including detailed analyses and insights on trends, gaps, and opportunities for improvement/growth.
- Collect, track, and analyse HR data on key performance indicators (KPIs), such as employee retention, turnover rates, absenteeism, and diversity & inclusion metrics, with a key focus on absence related data.
- Help ensure that HR systems are functioning optimally for accurate data capture, reporting, and compliance.
- Proactively identify opportunities to improve HR data integrity and efficiency.
Other:
- Ensure all information is accurate and up to date on the HR systems, such as new personnel and contract and location changes.
- Ensure that all queries received into the HR mailbox are dealt with effectively and efficiently in a timely manner.
- Cross check payroll changes to ensure all information provided to payroll by the HR Assistant is accurate.
- Act as the first point of contact for employee queries and provide support on HR-related matters.
- Assist in audits by providing required documentation and reports when requested.
All HALO staff are expected to undertake the following general duties:
- Work within the framework of HALO’s core values, promoting its ethos and mission statement.
- Work towards achieving programme and/or group business plan objectives.
- Ensure familiarity with and adhere to all HALO policies and procedures and keep informed of HALO activities.
- Travel overseas as and when required.
- To discharge duties and responsibilities under HALO’s Health and Safety Procedures which may include Risk and COSHH Assessments and participation in evacuation procedures as necessary.
Acting as HR Assistant while they are on leave.
Any other tasks as requested by senior management
This job description is intended to summarise the main duties and responsibilities of the post; this is not intended to be a full and exhaustive list of tasks. All HALO staff are expected to demonstrate flexibility and willingness to perform appropriate tasks when the need arises.
Requirements
Essential:
- Excellence in English, verbal and written communication
- HNC or equivalent
- Working in a busy and demanding office environment
- Working in a supporting function e.g. training. Experience in working in an HR environment
- Strong numerical skills
- Excellent communicator
- Ability to work autonomously to tight deadlines and prioritise effectively
- Excellent IT skills, fully competent in Microsoft applications
- Attention to detail
- Evidence of continuous professional development
- Calm under pressure
- Willingness to adopt a flexible approach to working
- Maintaining confidentiality of personal information
Desirable:
- Professional qualification
- Membership of CIPD level 3
- Employment legislation
- Experience in managing large data sets
Benefits
- Annual Leave: 25 days leave, plus bank holidays
- Private medical health insurance
- Non-contributory life assurance
- Pension contributions matched by HALO up to 5%
- Emergency medical insurance when travelling overseas (including on leave)
- Flexible working policy
- Cycle to work scheme
Please submit a CV (no more than 2 pages) and a cover letter (no more than 1 page) outlining how your experience matches the key skills and competencies required by Midnight on 14th December 2024.
We reserve the right to amend the closing date depending on the number of applications received.
The HALO Trust is an Equal Opportunity Employer and does not discriminate against any applicant for employment because of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, or sexual orientation.
The HALO Trust is committed to a culture that is both diverse and inclusive and we seek to recruit, develop, and retain the most talented people from a diverse candidate pool.
The HALO Trust is committed to ensuring that it provides a safe and trusted environment which safeguards and promotes the welfare and wellbeing of anyone who comes into contact with, or is part of, the Charity, with a zero-tolerance approach to behaviours which challenge this
