Job title: Recruitment Assistant (internally known as HR Assistant within recruitment team)

Location: Dundee

Responsible to: Senior Human Resources Adviser

Principal working contacts:

  • All Human Resources staff
  • Finance Assistants/Officers
  • Other staff within Corporate and Customer Services Directorate (eg Estates,
  • Health and Safety, ICT)
  • Managers and employees of the Care Inspectorate & SSSC
  • Third party service providers

Job purpose

To assist in the provision of a human resources advisory and support service for the Care Inspectorate and provide services to Scottish Social Services Council (SSSC).

Key responsibilities

Act as the first point of contact for HR and payroll queries, taking ownership of any issues and referring/escalating these to others where necessary. This includes, but is not limited to:

  • Pay, pensions and expenses.
  • HR policies, processes or procedures
  • Use of HR systems
  • Recruitment

Gather and maintain up to date and accurate workforce information (eg staff records), including but not limited to:

  • All information required for the monthly payroll (eg post/hours changes, starter details, leaver details)
  • Core employee details (names, contact details, bank details, emergency contacts, etc)
  • Right to work and background information (identity checks, disclosure checks, references, employment medical information)
  • Contractual details (core employment details such as hours of work, post holdings, salaries, pensions)
  • Attendance and absence details (work patterns, overtime, sickness, annual leave, special leave, flexi time)
  • Equality and diversity information
  • Other relevant employee information (qualifications, training, skills)
  • Assist in the provision of a recruitment service.
  • Working with members of the accounting team, coordinate monthly payroll and pension processing activities, liaising with third party providers where necessary (e.g. payroll services provider, pensions administrators).
  • Assist with the gathering of information for benchmarking and workforce analysis.
  • Produce management information for reporting purposes. This will include presenting the information in a variety of formats (eg tables, charts, graphs) making sure it is meaningful and relevant for the audience.
  • Assist with the development of HR systems including:
    • Design
    • Data clean-up and data migration
    • Testing
    • Training staff
    • Development of guidance and procedure manuals
  • Assist in the development of new processes and procedures, making full use of information technology where appropriate.
  • Produce standard contracts, letters and general HR correspondence.
  • Assist in the provision of an advisory service to managers and employees on a comprehensive range of HR policies and procedures, including recruitment, conditions of service, absence and performance management.
  • Provide support for HR projects and improvement work.
  • Participate in working groups and attend associated meetings, as and when required.
  • Undertake any other duties and/or responsibilities commensurate with the nature of the job.
  • Carry out your duties in accordance with our Health and Safety policies, procedures, guidance, practices and legislative requirements, taking reasonable care for your safety and that of others who may be affected by what you do or fail to do while at work.

Other duties

This job profile is a broad picture of the post at the date of preparation. It is not an exhaustive list of all possible duties and it is recognised that jobs change and evolve over time. Consequently, the post holder will be required to carry out any other duties to the equivalent level that are necessary to fulfil the purpose of the job, and to respond positively to changing business needs.