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ADMINISTRATIVE OFFICER

Location Belfast, County Antrim
Sector
Job type Temporary
Salary Up to £11.70 per hour
Published 17 days ago
Start date ASAP
Contact Kim Martin
Job ref BELSL_1631114558

Job description

BELSL / Office of the Police Ombudsman

Role: Administrative Officer

Rate of Pay: £11.70

Location: Belfast

Hours: 37 hrs per week

Main Purpose of Role:

Providing Support to the HR team in the areas of processing monthly payroll, updating HR records and systems in relation to recruitment, sickness absence, performance management, annual leave records

Duties:

Payroll

  • Sorting Overtime and On Call monthly Claims - putting them into order alphabetically
  • Preparing overtime and on call front cover sheet
  • Ensuring claim forms are all completed properly
  • Calculating Overtime
  • Calculating On Call
  • Inputting the overtime and on call calculations on to Sage
  • Checking 1st Draft payslips
  • Preparing and updating the monthly Salary Enhancement spreadsheet in readiness for BACs report
  • Filing monthly payroll information in individual payroll folders or the monthly payslip folder
  • Preparing and updating the monthly pension interface spreadsheet with the overtime, on call and night allowance information for each individual
  • Posting of payslips to staff who are off sick/maternity leave, etc

Sickness Absence

  • Updating any reported sickness on the Sickness Notification spreadsheet
  • Updating PAMs with any Absence Statements (Self Certs) and Fit Notes (Doctors medical certificate)
  • Updating the front cover of each individual poly pocket in the medical certificates folder and filing the certificates or absence statements in the poly pocket
  • Scanning and saving any return to work forms - ensuring that the Sickness Notification spreadsheet is updated (once scanned and saved the return to work form can be shredded

Special Leave

  • Preparing special leave letter and issuing them to the member of staff within 5 days of receipt
  • Scanning and saving the application form on the individual's personnel trim container (Leave)
  • Filing the hard copy application form on the individual's personnel folder
  • Recording the special leave dates on PAMs under Absence Records

Recruitment

  • Responsibility for Recruitment competition:
  • Updating PAMs with the application details
  • Setting up shortlisting meetings
  • Preparing shortlisting documentation -
  • Preparing the shortlisting forms
  • Update PAMs with the outcome of the shortlisting
  • Communicate with applicants outcome of the shortlisting
  • Invite to Interview Letters
  • Not shortlisted Letters
  • Prepare the interview packs
  • Set up room/s for interviews
  • Provide Admin Support at the Interviews
  • Communicate with the applicants the outcome of the interviews
  • Update PAMs with the outcome of the interviews
  • Request references for successful candidates
  • Prepare Personnel for successful candidates -Prepare an Occupational Health file and file the Health Declaration in this (yellow folder)
  • Prepare an induction file for the new start
  • Communicate with Line managers to agree start dates and ensure IT form is completed
  • Communicate with staff in relation to the new start, advising of their start date

Performance Management

  • Checking individual performance management containers for completed End of Year Review, Performance Review Forms (PRFs) and Personal Development Plans (PDPs) and updating the spreadsheet as necessary
  • Ensuring that this information is checked on a regular basis
  • Liasing with individuals and line managers in relation to incomplete forms or outstanding forms
  • Liasing with HR colleagues providing regular progress reports on the completed forms
  • Updating PAMs/Sage
  • Ensuring that all changes that are notified by members of staff are action on PAMs/Sage or both

Qualifications and Experience:

Previous working experience in a HR/Payroll environment, previous use of PAMS (HR system) and SAGE 50 Payroll would be useful. Attention to detail is very important.

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