HR Assistant

Location: Carronfoot, Thornhill, Dumfries (Hybrid working available)

Salary: £25,048-£27,000

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

This role assists with all administrative tasks needed across the HR Team which includes writing pay award letters, updating our HR system, sending out job title changes, the monthly insurance list, onboarding all new starters, answering queries in the mailbox and gathering data for HR initiatives. 

Main Duties

Onboarding of New Employees

• Creating user profiles on HALO’s HR system and online learning platform.
• Ensuring accurate new starter information is added to payroll monthly.
• Holding bank confirmation meetings with new employees to ensure details are accurate.
• Updating Confluence with a list of new starters monthly.
• Schedule and coordinate onboarding activities, providing guidance and support to new hires throughout the process.
• Serve as a point of contact for new employees' inquiries.
• Ensure staff files are organized and up to date.

Administrative Tasks

• Monitor the HR mailbox, ensuring all queries are dealt with in a timely and courteous manner.
• Ensure the HR database is maintained, accurate and complies with current legislative requirements.
• Ensure the payroll database is updated as required.
• Ensure the monthly insurance list is updated with accurate information
• Produce and distribute all employee correspondence in respect of contracts, contractual changes and other employment documents.
• Assist in audits by providing required documentation and reports when requested.

Data Reporting:

• Prepare regular HR reports for management, including detailed analyses and insights on trends, gaps, and opportunities for improvement/growth with the support of the rest of the People Services Team.
• Help ensure that HR systems are functioning optimally for accurate data capture, reporting, and compliance.

Other:

• Act as the first point of contact for employee queries and provide support on HR-related matters.
• Assist and support The HALO Trust HR team with the implementation of a high-performance employee culture.
• Support continuous professional development of HALO staff.

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. 

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.

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
• Evidence of continuous professional development
• 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
• Calm under pressure
• Willingness to adopt a flexible approach to working
• Maintaining confidentiality of personal information

Desirable:

• Professional qualification - Membership of CIPD level 3
• Experience in working in an HR environment
• Employment legislation
• Experience in managing large data sets

• 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 28th November 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.