Human Resources Assistant (Employee Relations)

JOB TITLE: Human Resources Assistant (Employee Relations)

TEAM: Human Resources

REPORTS TO: Human Resources Manager

JOB PURPOSE:

• To support the day-to-day operation of the Ascension Island Government’s Human Resources function.
• To support the Human Resources Manager with employee relations casework, taking a leading role in investigations and disciplinary matters where appropriate, in line with the ACAS Code of Practice and CIPD best practice.

MAIN DUTIES:

• Undertake duties supporting the recruitment and selection function including drafting and placing adverts; DBS, vetting and pre-employment checks; chasing references; arranging short-listing and interview packs; contacting candidates and managers; and any other associated duties.
• Maintain HR records, both electronically and paper-based, ensuring the most efficient systems for recording and regular reporting are in place and offering ideas and solutions to make improvements.
• Provide administrative support to the AIG appraisal system, including preparing paperwork, issuing reminders and collating completed appraisals.
• Coordinate the probationary period process across AIG, keeping a close watch on time frames, chasing line managers for outstanding reviews, and pre-empting and escalating potential issued to the Human Resources Manager as appropriate.
• Provide wider administrative support to the HR team, including drafting correspondence, distributing information, filing, organising meetings and taking notes at disciplinary proceedings.
• Manage safeguarding compliance, including maintaining training records, collecting signed Codes of Conduct, and ensuring Youth Trainee placements are in line with relevant policies and have the required Administrator approval.
• Support the delivery of employee relations casework, including assisting with grievance, disciplinary and capability procedures; organising hearings; and taking notes at disciplinary and grievance proceedings.
• Act as an Investigating Officer for disciplinary and grievance investigations as required, including gathering evidence, interviewing witnesses and producing clear, well-structured investigation reports.
• Assist with report writing across HR functions, including investigation reports, HR management information reports and briefing papers for management.
• Provide first-line advice and guidance to line managers and staff on disciplinary matters and employment relations best practice, escalating complex or high-risk cases to the HR Manager as appropriate.
• Provide onboarding support to successful candidates, maintaining contact and keeping them informed throughout the government’s pre-employment checks process, and coordinating induction arrangements and new starter documentation ahead of their start date.
• Act as the first point of contact for staff enquiries, providing guidance on the Code of Management and related policies.
• Prepare starter and leaver documentation, payroll change notifications (PCNs) and associated payroll information for authorised signature by the Human Resources Manager or Director of Resources before sending to Finance.
• Cover for the HR Officer during periods of leave or absence.

ADDITIONAL RESPONSIBILITIES:

• Health and safety – to share in the corporate responsibility for the safety of staff and visitors to the office/work environment.
• Employee relations – to handle employee relations casework and investigations with impartiality, fairness and sound professional judgement.
• Confidentiality – treat all information encountered in this role as confidential, including employee relations casework and workplace conversations, and exercise discretion and sound judgement at all times.
• Continuous development – take responsibility for your own Continuing Professional Development (CPD) and attend any training course specified by AIG to support the further development of the role.