Applicant Information Pack

Human Resources Officer

Contents

Explanatory Notes Further particulars, including:

Job description Person specification Explanatory Notes for Applicants Equal Opportunities Policy - Summary

Explanatory Notes for ApplicantsPlease read carefully before completing the application form

Thank you for your interest in this competition to fill the position of Human Resources Officer

in St Mary’s University College. Enclosed is a set of further particulars for this post. These

comprise a job description and person specification and guidance for applicants.

Application Procedure

Should you wish to apply for this position, please submit the following:

a completed application form to the Human Resources Office by the closing date

a completed equal opportunities monitoring form in a separate envelope

addressed to the Monitoring Officer but sent with your application form.

In the interests of fairness application forms should not be altered and text boxes must not

be enlarged to ensure that all applicants are given the same space to convey information

relating to their application. Please complete the form in not less than font size 10.

Closing date: 12.00 noon on Friday 20th January 2017.

Completed application forms can be returned by email to recruitment@smucb.ac.uk or by

post. Please ensure that you have ticked the declaration box on the last page prior to

submission.

An offer of employment is subject to receipt of proof of qualifications (original

certificates/transcript required); references satisfactory to us; confirmation of medical

fitness to undertake the duties of the post; and a basic (AccessNI) criminal records

disclosure report satisfactory to us. Any issues arising from the information received will

be the subject of discussion between appropriate senior managers.

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About St Mary’s University College

St Mary’s is a Catholic Higher Education Institution which specialises in the education of

teachers and also offers a Liberal Arts degree programme. For over 100 years our mission

has been to make a distinctive contribution of service and excellence, in the Catholic

tradition, to the preparation of teachers in schools. We are proud of our rich heritage and

continue to build and enhance our successful approach to higher education in Northern

Ireland. We are a local higher education provider, academically integrated with Queen’s

University Belfast, and with a strong international dimension to our degree programmes. St

Mary’s places great emphasis on a sense of community and strives to create a welcoming

and inclusive culture where everyone is valued. If you are considering whether to join us, the

sense of community at St Mary’s is a deciding factor for our students and staff alike.

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Job Description

Job title Human Resources Officer

Reporting to Human Resources Manager

Job purpose To support the work of the Human Resources Manager in

implementing the College’s Human Resources Strategy.

The role holder will assume responsibility for a number of

key areas to include sickness absence, recruitment and

selection of staff, equality action plans, and the provision of

quality, relevant and timely management information.

Main Roles and Responsibilities

1. Monitor, review and take a proactive approach, within legislative requirements, to

managing sickness absence and attendance issues – including referrals to

occupational health, meetings with members of staff, writing case notes, arranging and

monitoring phased return arrangements and reviewing intermittent absence levels.

2. Advise and guide managers on a timely basis on the recommendations or actions

identified through occupational health reports and oversee the implementation of any

such actions.

3. Compose monthly reports on the management of absence, produce management

information in relation to sickness absence and contribute to annual reports.

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4. Assist the Human Resources Manager in the implementation of health and wellbeing

initiatives / employee assistance programmes and processes for the College, such as

health promotion, counselling, childcare vouchers, cycle to work scheme, reduction of

stress.

5. Produce reports and other management information to inform strategic management

decisions and present same at meetings e.g. reports for the Health and Safety

Committee, Equality Steering Group and various benchmarking exercises.

6. Monitor, review and report annually on the use of the employee assistance

programme.

7. Provide constructive, timely and professional advice and guidance to managers and

staff in relation to a range of equality and employment policies, taking into

consideration relevant Codes of Practice, statutory legislation, case law, policy and

best practice.

8. Develop job descriptions and personnel specifications, prepare advertisements, and

ensure application forms are designed to meet the requirements for selection.

9. Undertake role analysis using the HERA job evaluation scheme.

10. Develop a competence based approach to selection using the HERA job evaluation

scheme.

11. Act as a panel member/adviser servicing on shortlisting and interviewing panels for

appropriate vacancies in accordance with the College’s Recruitment and Selection

Policy and Procedure.

12. Advise managers and applicants on the College’s recruitment and selection process.

Administer, review and facilitate recruitment assessment methods, appropriate to the

position.

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13. Undertake duties in relation to the recruitment and selection of employees as required

e.g. arranging dates for shortlisting, develop assessment, and coordinate interviews;

drafting correspondence to applicants, managing the appointment process, maintaining

internal communication with panel members and the development of an induction

programme.

14. Provide advice and guidance to line managers and panel members on interpretation of

criteria and any associated risks with regards to recruitment and selection.

15. Prepare letters of offer, if required, for approval by the Human Resources Manager

16. Undertake investigations into good practice within the higher education sector,

providing and/or presenting reports and/or data as required.

17. Maintain a consistently up-to-date knowledge of good practice and developing trends

in relation to HR practices and to ensure, in consultation with the Human Resources

Manager, that these are considered in relation to the College’s current and potential

needs.

18. Draft probationary review templates ensuring they are fit for purpose and guide

managers on their use. Monitor and report on the completion of same.

19. Assist, if required, with the completion of the annual HESA statistical staff report

20. Issue exit interview forms to members of staff who are leaving, conduct follow up

meetings and collate information for reports.

21. Assist with the collation of statistical material to be supplied to the Equality

Commission.

22. Implement equality affirmative action and outreach measures such as developing

relationships with under-represented community groups, attendance at school career

events and job fairs.

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23. Contribute to the development of the Equality Scheme and equality action plans.

24. Develop and deliver suitable training workshops on equality policies to staff.

25. Advise managers and staff on the screening of policies, consultation and assist with

any equality impact assessments in line with statutory guidance.

26. Maintain a database of College policies for the purposes of S75 compliance.

27. Contribute to the effective and efficient operation of administrative functions and

systems and assist with the preparation of audit.

28. Provide, interpret and present statistical data to the HR Manager as required. Liaise

with the College programmer analyst, if required, to improve existing management

information systems to ensure they are fit for purpose.

29. Contribute to the production of business cases and/or tender documentation as

required for example to request additional staffing or the purchase of services.

30. Act as secretary to the Health and Safety Committee and Equality Steering Group.

31. Advise employees on entitlements to such schemes as maternity, shared parental

leave and flexible working.

32. Undertake and advise on risk assessments for pregnant workers

33. Undertake risk assessments for habitual users of Display Screen Equipment and

record outcomes and/or recommendations as required.

34. Investigate as required and report on grievances and issues of potential misconduct.

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35. Support and advise managers undertaking grievance and disciplinary investigations, in

accordance with the College’s procedures as appropriate.

36. Conduct and advise on disciplinary hearings as required.

37. Provide information to staff, as appropriate, on the College pension schemes available

to staff (TPS, NILGOSC).

38. Provide support to the Human Resources Manager by undertaking necessary research

and investigation, identifying, analysing and evaluating information for the purposes of

decision making, policy development and/or purchasing.

39. To contribute, and lead where agreed, in the maintenance, review and development of

the College’s policies and procedures.

40. Undertake specific Human Resources related projects to assist in the forward planning

and development of new initiatives.

41. Keep professionally updated with relevant employment legislation, HR practices,

College and HE issues and brief managers and staff where appropriate, to ensure that

statutory and College policy requirements are complied with.

42. Implement, comply with and promote the College’s:

a. Equality Policies

b. Health and Safety Policy

c. Data Protection Policy

43. Contribute to workshops aimed at developing managers’ knowledge of HR policies and

practices.

44. Assist the Human Resources Manager in the implementation of any consultation and

negotiations in matters relating to terms and conditions of service.

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45. Work collaboratively within the team to deliver a high quality and professional service

to managers and staff.

46. Such other relevant duties commensurate with the grade of the post as may be

assigned by the Manager in agreement with the post holder. Such agreement should

not be unreasonably withheld.

47. You may, with reasonable notice, be required to attend training and development

events, conferences or HE meetings in England and/or Scotland.

48. The key responsibilities contained in this job description are indicative not exhaustive.

Duties and responsibilities may be altered in discussion with the post holder.

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Summary of Main Terms and Conditions

Salary Grade 7 £31,076 - £33,943 gross per annum

Hours 35 hours per week. Monday – Friday from 9:00am – 5:00pm

with a one hour lunch break.

Tenure This is a permanent post

Holidays 20 days annual leave, rising to 25 days on completion of 5

years’ continuous service, plus 11 Statutory Bank Holidays and

7 College closure days allocated during the Christmas and

Easter breaks.

Pension The role holder will be enrolled in the NILGOSC defined benefit

pension scheme.

Probation This appointment is subject to the satisfactory completion of a

probationary period of six months

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Personnel Specification

Essential Eligibility Criteria

1. Educated to degree level or equivalent academic qualification

2. A postgraduate qualification in Human Resource Management (HRM) or an equivalent

Level 5 qualification in HRM

3. Hold or currently be working towards Associate or Chartered Membership of the CIPD

4. Three years’ relevant experience gained in a HR role to include at least two of the

following:

- monitoring and management* of staff sickness absence using agreed

procedures;

- advising managers on the recruitment and selection of staff at all levels;

- the interpretation of equality legislation and advising managers and staff on its

application in an employment context;

- advising on the handling of employee relations both formal and informal

* management of staff sickness is defined as taking a lead role in monitoring attendance

rates, reviewing short and long term absence against trigger points, referring to occupational

health services, leading meetings with individual members of staff, writing case reports,

advising managers and recommending actions to reduce sickness absence.

Candidates who meet the Eligibility Criteria may be invited to undertake aptitude tests to assess

performance in verbal analysis, numerical analysis and diagrammatical analysis.

Desirable Criteria

One or more of these criteria may be applied at the shortlisting stage dependent on applicant

numbers.

1. Experience of preparing written HR reports of a high standard to senior managers

2. Experience of developing and using a competence based recruitment and selection

framework

3. Chartered Member of the CIPD

4. Evidence of continuous professional development appropriate to the role

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Competences

The successful candidate must demonstrate the following competences. These will be

assessed from examples provided on the application form, case study presentation and at

interview.

Communication The Human Resources Officer must have the ability to

research, extract, interpret and present statistical and

qualitative data to support HR services. Competence is

required in the production of professional written reports

and policies for managers that combine relevant data and

easily understood information across a range of HR

issues. The role holder must have the ability to articulate

and present with confidence across a range of forums and

on occasion constructively challenge with a view to

reaching solutions which minimise risk and are in the best

interest of the organisation.

Knowledge and experience The role holder is required to show a breadth and depth of

knowledge and experience in human resources,

particularly in the areas highlighted in Essential Criterion

(4) above. The role holder must be capable of acting as a

point of reference to managers by providing expert

professional HR advice and guidance. The role holder will

be required to demonstrate and engage in continuous

professional development to ensure that he/she can work

on day-to-day issues in their own area without direct or

continuous reference to others. Competent in the use of

information systems to produce management information

(spreadsheets, presentations, guidance material,

templates, mail merge) and for general office use

(Microsoft Office applications).

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Pastoral Care and Welfare The role holder is required to show sensitivity to those

who may need help or, in extreme cases, are showing

signs of obvious distress; initiate appropriate action by

involving relevant people and provide support, guidance

and pastoral care where standard procedures do not

always exist. It is a requirement that the role holder is

diplomatic in sensitive situations and can maintain

confidentiality while building trust and positive working

relationships.

Decision Making Processes and Outcomes

The role holder is required to take decisions and

contribute to decisions which may endure for some time

and which impacts on one’s own work, the team or that of

the institution.

Initiative and Problem Solving

The role holder is required to use initiative and creativity

to resolve problems where there is occasionally no

precedent and the optimal solution may not be

immediately apparent but has to be assessed by a

process of weighing up the pros and cons of different

approaches; identify and assess practical options and

break the problem down into component parts; and devise

varied solutions to suit differing perspectives.

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Explanatory Notes for Applicants

1. Applications received after the closing date and time will not be considered. The onus

for ensuring an application is received by the closing date rests with the candidate.

2. It is the responsibility of applicants to ensure that the application form is fully and

correctly completed, that the declaration is completed and dated and that all required

and relevant information in support of the application is included. Omission of such

information may result in an application form being rejected.

3. All applicants should note:

3.1 a curriculum vitae submitted in place of an application form will not be

accepted;

3.2 additional material submitted with the application form will not be considered

with the exception of the Employment Record.

4. It is preferred that application forms are word processed in a font size not smaller

than 10 to ensure it is legible when copied for members of the selection panel.

Applicants submitting a hand-written form must complete it using blank ink and

ensure that the writing is legible.

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5. REFERENCES

5.1. Applicants are asked to submit the names of two referees, one of who will

provide comments on the applicant’s professional competence in his/her

current/last employment. Both referees should be able to comment on the

applicant’s ability to carry out the tasks of the job. When applicants indicate

that they do not wish to provide such referees they must give reasons .

Please note that references should not be submitted with the application form.

5.2 A person who has a relevant family relationship (see below) should not be

named as a referee. Anyone involved in the selection process that has a

relevant family relationship to any of the applicants, must disclose the fact

and shall withdraw from the selection process. For the purposes of this

paragraph a relevant family relationship shall be deemed to exist between a

member of the Selection Panel and an applicant if they are husband or wife,

or living together as husband or wife, or if the applicant, or the husband or

wife or cohabitee of the applicant is the:

(i) Parent

(ii) Grandparent

(iii) Grandson/Granddaughter

(iv) Son/Daughter

(v) Brother/Sister

(vi) First Cousin

(vii) Uncle/Aunt

(viii) Nephew/Niece

(ix) All equivalent step relationships of the member or the husband or wife or

cohabitee of the member.

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5.3 Should a short-listed applicant name as a referee

(a) a member of the short-listing/interview panel

(b) a member of the Board of Governors

he/she will be contacted and advised to name an alternative referee.

These exclusions shall not apply to the College Principal where he is a member of

the Selection Panel and in circumstances where the Principal is the person best

placed to give a reference on the applicant’s academic and/or professional

competence in his/her current/last employment.

6. St. Mary’s University College takes a serious view of incomplete / incorrect / false

information being provided on application forms, particularly in the light of the

declaration which the individual completes on the application form. Please ensure all

information is complete, correct and accurate in relation to qualifications,

membership details, employment experience, gaps in employment and any additional

information. Failure to do so will render applications ineligible for further

consideration for the post.

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7. SHORTLISTING

7.1 All applicants will be informed by letter/e-mail as to whether or not they are

deemed eligible for the next stage of the selection process.

7.2 It should be noted that shortlisting will be based solely upon the information

provided by the applicant on the application form. Members of the short-

listing panel are not permitted to take into consideration information known to

them personally about any applicant.

7.3. Please state the grade / level / classification (where applicable) of any

qualification you hold which you wish the selection panel to consider in your

application.

7.4. The eligibility criteria set out in the person specification will be used for short-

listing and applicants must clearly describe in their application form that they

meet these if they are to be considered for interview. Desirable criteria may

also be applied to shortlist applicants. Applicants must show on their

application form that they meet the desirable criteria.

7.5 Write down clearly your personal involvement in any experience you quote.

Write “I” statements e.g. I planned meetings, I managed a budget, I prepared

a presentation. It is how you actually carried out a piece of work that the

selection panel will be interested in. The examples you provide should be

concise and relevant to the criteria. This is very important as the examples

which you provide may be discussed at interview and you may need to be

prepared to talk about these in detail if you are invited to interview. It is your

role the panel are interested in, not that of your team or department.

7.6 Please include any gaps in employment and the reasons for them.

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7.7 It is not sufficient to simply list your duties and responsibilities. If you do not

provide sufficient detail, including the appropriate dates needed to meet the

eligibility criteria, the selection panel may reject your application.

7.8 St. Mary’s University College is committed to equality of opportunity. Applicants

will be required to disclose information about criminal convictions prior to

attendance at interview and clarification may be sought. This information should

be returned to the Monitoring Officer in the envelope provided marked ‘Strictly

Private & Confidential’. This information will be taken into account only when the

conviction is considered relevant to the post. Any disclosure will be seen in the

context of the position applied for, the nature of the offence and the responsibility

towards students and employees.

8. INTERVIEW

8.1 If offered an interview, applicants must confirm their acceptance or refusal of

the offer in writing or by telephone / email as requested.

8.2 Interviews will not normally be rescheduled to accommodate applicants who

are unable to attend on the stated date.

8.3 If an applicant fails to present him/herself for interview, it will be deemed that

they have withdrawn from the selection process.

8.4 If an applicant is unavoidably detained en route to interview he/she should

contact the College immediately, (Tel 028 90 327678). Provided that contact

is made prior to their final deliberations, the interview panel may agree, after

consideration of the circumstances, to allow the applicant to attend.

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8.5 When preparing for a competence based interview please remember that the panel

will ask you to provide specific examples from your past experience in relation to

each of the competences. You should therefore come to the interview prepared to

discuss in detail a range of examples which best illustrate your skills and abilities in

each competence area. You may draw examples from any area of your work / life

experiences.

9. APPOINTMENT

The appointment will be subject to:

9.1 Proof of qualifications relied upon in the successful candidate’s application.

These must be original documents. Where original certificates are not available

for inspection the onus is on the candidate to produce alternative proof, for

example a transcript from the conferring university/college.

9.2 Evidence of the legal right to work in this country. You will be required to provide:

a)Your passport

AND

b) A document verifying your permanent national insurance number (e.g. P45,

P60, National Insurance card) and your birth certificate which includes the

names of your parents (long version)

c) Other acceptable documents are listed on www.ind.homeoffice.gov.uk

9.3 Receipt of referee reports satisfactory to the College.

9.4 Receipt of a satisfactory pre-employment medical questionnaire.

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9.5 Receipt of a satisfactory Criminal Records Self-Disclosure Form. For jobs that

involve working with young adults under the age of 18 years, or vulnerable adults,

the College may require an enhanced criminal records disclosure check

undertaken by AccessNI. Any offer of employment is subject to receipt of a

criminal record disclosure certificate deemed satisfactory to us. A Disclosure

Certificate sets out any criminal convictions history you may have. The

information disclosed will be used to provide protection for children and other

vulnerable groups.

10. Please ensure that you complete and return the equality monitoring form. This

information will be used for anonymous monitoring purposes only. It will not

influence the selection process and will not be seen by the Selection Panel.

11. Canvassing by or on behalf of applicants (with the knowledge of the

applicant) shall result in automatic disqualification of the candidate

concerned.

12. Data Protection Act 1998: The information supplied by applicants to the

College will be held by the Human Resources Office and used for the

purposes of recruitment, selection and Fair Employment monitoring. The

application form of the successful applicant will be retained on his/her

personal file. St. Mary’s University College collects information for purposes

relating to your application and potential employment. We may check

information provided by you, or information about you provided by a third

party, with other information held by us. We will not disclose information about

you to anyone else unless the law permits us to do so.

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St Mary’s University College

Equal Opportunities Policy - Summary

It is the College’s policy to provide employment equality to all members of staff (whether full time, part time, temporary or permanent), irrespective of gender, including gender reassignment, pregnancy or maternity; marital or civil partnership status; religious belief or political opinion; race (including colour, nationality, ethnic or national origins, being an Irish Traveller); disability; sexual orientation; age.

The College recognises that the provision of equal opportunities in the workplace is not only good management practice; it also makes sound business sense. This equal opportunities policy will help all those who work for the College to develop his/her full potential in line with organisational needs, thus ensuring the talents and resources of the workforce will be utilised fully to maximise the efficiency of the organisation.

The College is opposed to all forms of unlawful discrimination. All job applicants, members of staff and others who work for it will be treated fairly and will not be discriminated against on any of the above grounds.

Decisions about recruitment and selection, promotion, training or any other benefit will be made objectively and without unlawful discrimination.

Section 75 of the Northern Ireland Act 1998 also places a statutory duty on the College to have due regard to the promotion of equality and good relations internally and externally.

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Managers Role All Staff

Comply with the College’s Equal Opportunity Policy, Equality Scheme &

equality legislation.

Make sure that discrimination & harassment do not occur.

Treat seriously any equal opportunity issues that are raised.

Be fully familiar with the complaints procedure – & make sure that

appropriate action takes place if a complaint is made.

Treat staff fairly & objectively in all areas including allocation of duties,

performance management, training & development & the handling of

grievances & complaints.

Promote a harmonious working environment in which all staff are

encouraged to apply their diverse talents and in which no worker feels under

threat or intimidated.

Be proactive in challenging unacceptable behaviour.

Read & comply with the terms of this Policy.

Notify an appropriate line manager if they believe they have been discriminated

against or have witnessed such behaviour involving others.

Make sure you never make comments or behave in ways that others could find offensive and challenge others from

making comments or acting in ways which could cause offence.

Treat people according to their unique needs.

Be aware of the complaints procedures.

Advise line managers or the Human Resources Department about any working practice or procedure which appears to be

unlawful.

Be aware that individuals can be held responsible for an act of discrimination, harassment or victimisation. This can

result in: disciplinary proceedings – which may in serious cases lead to dismissal.

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Making a Complaint

A member of staff who believes that they have suffered any form of discrimination, harassment or victimisation is entitled to raise the matter through the College’s

Procedures for Dealing with Complaints of Bullying and Harassment. All complaints of discrimination will be dealt with seriously, promptly, and confidentially.

In addition to our internal procedures, members of staff have the right to pursue complaints of discrimination to an Employment Tribunal or a Fair Employment Tribunal.

Members of staff, although not required by legislation, are encouraged to raise complaints of discrimination using the appropriate internal complaints procedures in the first instance.

Every effort will be made to ensure that members of staff who make complaints will not be victimised. Any complaint of victimisation will be dealt with seriously, promptly and

confidentially. Victimisation will result in disciplinary action and may warrant dismissal.

At any stage members of staff have the right to seek advice and support from the Equality Commission for Northern Ireland – 028 90 500 600

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