HR & Quality Administrator

Main Duties & Responsibilities

Responsibilities and accountabilities:

1. HR

Administer the Company’s HR processes including, but not limited to:

· Implementation of the Safer Recruitment Process

· Placing internal and external advertisements

· Producing application packs

· Co-ordinating short listing activities

· Arranging interview selection panels

· Liaising with applicants throughout the recruitment process

· Carrying out “Right to work in the UK” checks

· Producing contracts of employment / amendments to contracts to be signed off by Manager/Director

· Following up references

· Co-ordinating and implementing the “New Start” process, including setting up email addresses, setting staff up on the Pro-Active + platform and ensuring all resources required by new staff are in place for their start date

· Co-ordinating and arranging new employee inductions

· Administering the employee exit procedures for employees leaving the Company

· Liaising with, and making referrals to, Occupational Health Services

· Administrating the corporate eyecare scheme

· Applying for DBS checks

· Updating & monitoring the DBS central record

· Updating and monitoring the staff appraisal and OTL logs

· Updating and monitoring the annual staff training logs, including but not limited to H&S, fire awareness/warden, Lone working, GDPR, Cyber essentials, Safeguarding & Prevent

· Maintaining the central staff CPD log

· Administering the staff Pro-Active+ platform

· Maintaining and updating the Company Car drivers log (Driving licences/second drivers/checks on “own car” drivers – insurance/MOT/servicing /breakdown cover etc)

· Providing confidential administrative support for managers conducting HR activities such as investigations, disciplinary hearings, consultations etc

· Co-ordinating and maintaining accurate and up to date HR records ( electronic & physical) adhering to GDPR guidelines on the secure storage and retention periods for personal data

· Updating documents and forms as required

· Adhering to stringent security measures to ensure the confidentiality of personal data

· Production of monthly HR data

2. Quality

Providing administrative support to the Director of Quality in relation to Continuous improvement across the business, including but not limited to:

· Administering the Corrective Actions Report (CAR) process

· Drafting & proof reading quality documents ie, policies, documents & forms, SAR & QIP etc

· Analysing feedback ie, Compliments Comments & Complaints, learner feedback, staff survey etc

· Producing process maps for quality assured processes

· Maintaining up to date documentation on the Pro-Active+ platform

· Co-ordinate the internal audit log

· Provide administrative support in relation to external quality monitoring eg, Matrix, Ofsted, ESFA Audit etc

3. General

To provide support for the general administration of the business including but not limited to:

§ Carry out general administrative and office tasks including filing, telephone answering, post in, post out, record keeping, printing, binding

§ Check, amend and distribute learner block training reports via email

§ Assist with maintaining the ProVQ electronic recording databases

§ Provide cover for apprentice administration, ProVQ App administration, staff hotel bookings, apprentice accommodation, apprentice coach travel/taxis & stationery orders

§ Provide cover for e-logbook redemption codes

§ Provide administrative support for apprentice induction days

§ Provide support with online exam invigilation

§ To be committed to own development and participate in CPD programmes

§ Agree objectives with the line manager

§ To comply with the Health and Safety Policies set out, and best practice in the area of security, with particular emphasis on protection of customer sensitive information

§ Work to promote, implement and contribute to ProVQ’s Equality & Diversity Policy

§ To apply our Safeguarding Policy and practices

§ To support ProVQ in ensuring compliance with GDPR and the Data Protection Act

§ To undertake other duties as may be reasonably required

This job description sets out the duties of the post at the time it was drawn up. Such duties may vary from time to time without changing the general character of the job, or the level of responsibility entailed.

We are committed to safeguarding and the welfare of all learners and expect staff to share this commitment. The successful applicant will be subject to a Disclosure and Barring Service Check (DBS) and will be required to provide proof of the right to work in the UK. We welcome applications from all members of the community regardless of age, disability, gender reassignment, race, religion or belief, sex, sexual orientation, marriage and civil partnership, and pregnancy and maternity

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