HR Assistant

The Role:

We have an exciting opportunity for a HR Assistant to join our existing HR Team. The primary aim of the role is to support the HR Manager with all operational administration linked to starters, leavers and variation to contracts. To help deliver a centralised recruitment and selection process and act as a coordinator for all HR policies, procedures and practices to support the QMS. Dealing with highly confidential and sensitive data and ensuring we remain GDPR compliant is absolutely essential for this role. Attention to detail, being calm and considered under pressure, being organised, can prioritise as well as a superb communicator are key skills required. Customer service/interpersonal skills are paramount as well as knowledge and confidence with IT systems.

Who are we:

At Virtual College, we create inspiring learning so that people, organisations, and communities succeed and flourish. We do this by putting the learner first and sparking their enthusiasm for learning. We believe the most effective way to deliver great results is to make learning meaningful and engaging, using our experience of delivering training to more than 4.5 million learners and a wide range of organisations.

Virtual College is for those who think people first. We want people who are naturally collaborative, who thrive when faced with a challenge and who actively seek variety and responsibility. We are looking for individuals with a growth mindset, who are interested in trying new things and see the merit in redefining how things are done to make improvements. We pride ourselves on our people orientated culture, and it is these people that make Virtual College a great place to work.

Key Duties:

Reporting to the HR Manager, your key duties will include, but not limited to:

Recruitment

• To manage and deliver the centralised recruitment and selection process
• Oversee the production of job descriptions for all posts in line with VC standards
• Advise the business on the most appropriate recruitment approaches and tactics for different roles
• Lead on advertising all job vacancies
• Lead on sourcing appropriate candidates
• Support and coach hiring managers throughout the recruitment process
• Ensure all candidates are assessed against VC core values

Administration

• Serve as the initial point of contact for all Virtual College
• Administer the starter, leaver and variation to contract processes including administering our BPSS and other security checks
• Administer the BrightHR system (HRIS)
• Update and maintain the business organisation chart
• Own and administer the absence procedure including the recording of absence and absence reports
• Act as an administrator for the employee benefits, Simply Health and Life Assurance
• Organise pension workshops with the External Independent Financial Advisor

QMS and Compliance

• To be ongoing member of the QMS/Compliance Team which may include:
• promoting quality, process and compliance – representing the people aspects of policy, process and compliance
• supporting people across the business to work within organisational policies, procedures and frameworks to keep the company safe, compliant and ethically responsible.
• Specific duties include assisting Quality Manager in:

• Documentation – ensuring that HR documentation and other documents which link to people are up to date.
• Acting as back up for – Compliance inbox queries, troubleshooting Compliance SharePoint issues, helping users with the site/document amendments, site maintenance and user permissions.

Other:

• Manage a first-class induction program – creating, supporting, coordinating and booking in inductions and product training
• Manage the administration of the LMS – adding/ activating/removing/amending user accounts, adding new modules to all staff’s available learning, adding/removing dashboard links and modules to ensure all information/links are up to date and allocating learning to staff profiles for training requests
• Provide advice and information to staff on safety outside of the workplace
• To participate in mock interviews with local secondary schools
• To coordinate apprentices, work experience students, interns and summer students
• To assist the HR Manager in the research of new policies, procedures and practices
• To manage the annual and pulse Staff Surveys (creation, distribution and write up)
• To assist the HR and Quality Manager with internal audits in HR
• To be the HR rep on the SSC and assisting with HR treats and providing support/content on VC Wellbeing channels

Key Skills/Experience:

Qualification:

• Achieved or are working towards the CIPD L3

Experience:

• Have experience of working either as an internal recruiter or within an agency – desirable
• Exceptional customer service experience – essential
• Experience of working with HR KPI’s and SLA’s – essential
• IT systems experience – LMS, HR software and knowledge of Microsoft Outlook, Excel and PowerPoint - essential

Skills:

• Exceptional attention to detail – essential
• Exceptional interpersonal skills - essential
• Ability to be approachable, fair, consistent and pleasant at all times and act with complete discretion and integrity – essential
• Ability to deal and form firm working relationships with all internal and external stakeholders, eg. Staff and LT, recruitment agencies, universities, schools, training providers, etc – desirable
• Ability to prioritise and be flexible as well as cope with the constant changing needs of the organisation – essential
• Exceptional written and oral communication skills and an excellent grasp of grammar and spelling – essential
• Ability to multitask and remain calm and considered under pressure - essential
• Ability to work as part of a team - essential

Knowledge:

• Knowledge of best practice for recruitment and selection
• Knowledge of a HRIS and LMS (or equivalent)

Attitude and Behaviours:

• To support and adhere to the VC Strategic Plan, Values and Behaviours – essential
• Always working towards personal and team objectives to ensure that the “one team, one mission” ethos is delivered - essential
• Have an interest in day to day HR - essential
• Self-motivated and capable of working on your own initiative – essential
• Personal ambition and driven to achieve targets and objectives - essential
• Proactive, a “doer” – rolls sleeves up and gets things done - essential
• Attitude – go the extra mile - desirable
• Takes responsibility for own actions - essential
• Always willing and happy to help others - essential

Package Includes:

• Hours of work covering 37.5 hours (Monday to Friday) including flexible working/blended working
• 25 days holiday plus bank holidays rising to 28 with an extra day after 10 years
• Extensive induction programme and ongoing training and development
• Regular charity and social events organised by our voluntary Sports and Social team for everyone
• Contributory Pension Scheme, Simply Health Cash Plan, Life Assurance and MCard Corporate Discount Card for West Yorkshire travel after 3 months

Interested in the role of HR Assistant based in Ilkley, West Yorkshire? Then please apply by submitting your CV and covering letter detailing your current salary and why you think you are suitable to careers@virtual-college.co.uk . If you would like an informal chat with our HR Manager then email fiona.robinson@virtual-college.co.uk We are an Equality & Diversity employer.