Assistant Personnel Officer

Company
London Borough of Enfield
Date Posted
8th August 2018
Reference
RQ320352
Sector
Public Services and Administration
Location
London
Benefits
Inside IR35
Salary
£12 to £16 Per Hour
JOB ROLE PROFILE

 

 

Generic Job Category: Technical - Professional Support: (Compliance, Performance and Advice) roles require specific knowledge of legislation and skills relating to a specific subject area that are aimed at providing information and advice to a range of clients in a variety of work settings.  

 

 

Post Title and Number: Assistant Personnel Officer

 

Present Grade:  5                                    Dept: Chief Executive’s Office

 

Service/Section/Team: Schools Personnel Service  

 

Reports to (title): Principal Personnel Officer

 

 

Purpose of the Role:

 

Provide high quality and comprehensive technical and administrative support to a team or service in relation to any of the functions undertaken.

Provide an effective, efficient and customer focused service in line with Corporate Policies and within national and local legislative requirements.

Deliver a flexible, positive and responsive service that meets customer demands which may include working extended or flexible hours or working off-site.

Keep knowledge up to date with developments in the professional field and modify service practise accordingly.

 

Supervisory responsibility:

 

No direct supervisory responsibility, but would be expected to assist with the induction of staff, including on the job training of colleagues.  

 

Key Accountabilities:
  1. Understand and be responsive to the needs of the customer, offering technical advice and guidance both written and verbal, and present a positive and professional image to the customer at all times, ensuring a high standard of customer service.
  2. Deal with technical customer enquiries where appropriate and follow through to resolution, ensuring all stakeholders are updated and the adequate audit trails are in place in accordance with Council procedures.
  3. Register applications to the Council for the service area involving checking for validity and ensuring appropriate fees and charges are administered, and advising applicants where further information/monies is/are required.
  4. Contact other internal/external parties as required, including interrogation of external databases seeking and providing specialist and procedural advice relevant to the service area, taking appropriate action and administering responses.
  5. Assist with management and statistical information for audit purposes as well as providing reports to Committee, Members and external partners where appropriate.
  6. Access, update and maintain relevant administrative and information management systems and databases, in order to support the work of the service, ensuring document management and retention procedures are applied.
  7. Attend team meetings and other working groups, taking notes and producing written records and ensuring resultant actions are carried out within agreed timescales.
  8. To work as part of a project team and to assist in the delivery and completion of work projects, supporting different work streams, ensuring the successful completion of the project.  
  9. Assist with Monitoring and procuring goods and services within the e-market place as required by the service area and within the Councils financial regulations and resolve associated queries, liaising with Corporate Procurement where needed.
  10. Manage, organise and monitor a personal caseload ensuring targets are met, renegotiating targets/deadlines as conflicting demands necessitate.
  11. Respond quickly and effectively to changing work demands and deadlines within a multi-disciplined context.
  12. Assist managers in carrying out Health and Safety checks/audits and be responsible for ensuring that public meeting areas are maintained as a safe and welcoming environment.
  13. Carry out all accountabilities and other duties, including transferring to other services, as may be required, in compliance with the Council’s Policies and Procedures. 

 

The range of outcomes we expect you to do are set out above, however this is not intended as a complete description of your job. We reserve the right to ask you to undertake any tasks that are consistent with the grade to ensure effective service delivery. This may include working in any other service areas, including the Customer Access Service, and /or vary hours of work as may be reasonably required of you.

 

 

Key Relationships (Internal and External):

 

Head teachers and other senior schools staff, External Service Providers / Agencies, other department officers, internal staff and Trade Union Representatives

 

Develop and maintain good working relationships within this section and within the HR Services.

 

These contacts could cover all purposes at any given time dependent on the personnel issue raised, therefore, tact and sensitivity is inevitable.

 

Equality and Diversity:

 

The Council has a strong commitment to achieving equality in its service to the community and the employment of people and expects all employees to understand, comply with and promote its policies in their own work.

 

Health and Safety:

 

The post holder shall ensure that the duties of the post are undertaken with due regard to the Council’s Health and Safety Policy and to their personal responsibilities under the provisions of the Health and Safety at work Act 1974 and all other relevant subordinate legislation.

 

For a more detailed definition of these responsibilities, refer to the current versions of the Corporate Health & Safety Policy, Group Safety Policy and employee information leaflet entitled "Health & Safety Policy; Guidance on Staff Health & Safety Responsibilities".

 

Corporate Health and Safety Responsibilities

All employees have personal responsibilities to take reasonable care for the health and safety of themselves and others.  This means:

 

1.       Understanding the hazards in the work they undertake;

2.         Following safety rules and procedures;

3.       Using work equipment, personal protective equipment, substances, and safety devices correctly; and

4.       Working in accordance with the training provided and only undertaking tasks where appropriate training has been received.

 

Employees shall co-operate with the Council by allowing it to comply with its duties towards them.  This requires employees to:

 

  • take part in safety training and risk assessments and suggest ways of reducing risks; and
  • take part in emergency evacuation exercises.

 

Employees shall report all accidents, ‘near miss’ incidents and work related ill health conditions to their manager/supervisor/team leader.

 

Employees shall read the Corporate Health & Safety – Organisation Part B Policy to ascertain and understand their responsibilities as an employee, line manager, Assistant Director or Director of the Council.

 

 

Information Security:

 

In order to protect the confidentiality, integrity and availability of Council information, including information provided by customers, partner organisations, and other third parties, where applicable, employees will comply with the Council’s Information Security Policy.

 

 

Statement of Commitment to Safeguarding of Children and Vulnerable Adults through safer employment practice:

 

Enfield Council is committed to safeguarding and promoting the welfare of children and vulnerable adults. Safe recruitment of staff is central to this commitment, and the Council will ensure that its recruitment policies and practices are robust, and that selection procedures prevent unsuitable people from gaining access to children, young people and vulnerable adults.  All staff employed to work with or on behalf of children and young people in the Council must be competent.

 

All staff working with Children & Vulnerable Adults should be aware of, and share the commitment to safeguarding and promoting the welfare of children, young people and vulnerable adults when applying for posts at Enfield Council.

 

SCALE 5 GENERIC JOB – PERSON SPECIFICATION

 

Job Title:       Assistant Personnel Officer                                                           Grade:  Scale 5

 

Department:   CEX                                                                                               Team: SPS

 

The manager should outline on Page 2 of the Person Specification any Technical and Professional Skills, for example IT systems or financial knowledge that the employee will require in order to undertake the job role.

 

COMPETENCIES:

Please rank the top 3 (from 1-3*) most important competencies for the role  

 

HOW TESTED

HR will assess Redeployee

Self Control and Confidence:

  • interacts confidently with others and show confidence in own abilities
  • positive can do attitude

Integrity and Self Knowledge:

  • honest and trustworthy
  • values difference and shows respect and sensitivity towards others

Planning and Organising:

  • meets and on occasions exceed targets and deadlines set
  • prioritises and organises own workloads

Working in Partnership:

  • works effectively and co-operatively with others
  • shows commitment to work as a team member with colleagues

Achieving Excellence:

  • motivated and understands the need to provide excellent service
  • delivers high standards of work
  • rapidly acquires skills to deliver good results

Customer and Community Focus:

  • communicates effectively in a clear and logical manner
  • a good understanding of delivering excellent customer service

 

Change:

  • understands and delivers organisational values
  • makes a positive contribution to the implementation of change

 

 

 

 

 

 

3

 

 

1

 

 

2

 

 

 

 

 

 

 

 

 

 

All to be tested at Interview and Competency Assessment Tool

Technical and Professional Skills: In this section you should briefly outline any technical aspects of the job, such as the need to use a specific IT system or financial accounting knowledge.  You should not detail too much information – a maximum of three bullet points is permitted.

 

  • Educated to GCSE standard (or equivalent level) with the ability to use various IT packages (e.g. Word/Excel/SAP) and the ability to undertake basic mathematical costings/calculations.

 

  • Proven knowledge and skills of working with employment law, to various set personnel policies and procedures, with knowledge of Local Authority conditions of service and the local management of schools.

 

  • Ability to work accurately with constant interruptions to demanding deadlines within a team, using own initiative and undertaking project work.  An understanding of effective team working attributes.

 

  • Ability to communicate effectively and sensitively in order to develop effective relationships with a range of customers.  A flexible approach to working hours.

 

  • An understanding of the principles required to deliver a quality service to our customers.

 

 

 

 

Desirable Criteria –  list a maximum of two criteria which you would want applicants to demonstrate

 

  • CPP qualified status

 

 

 

SCALE 5 GENERIC JOB – PERSON SPECIFICATION

 

Job Title: Assistant Personnel Officer                                                               Grade: Scale 5 (Scale 6)

 

Department:   Chief Execs                                                                                                 Team: Schools’ Personnel Service

 

SKILLS & ABILITIES

HOW TESTED

Application – A

Test – T

Interview – I

Technical and Professional Skills*:

Management information: 

Essential:

  1. Educated to GCSE standard (or equivalent level) with the ability to use various IT packages (e.g. SAP/Word/Excel) and the ability to undertake basic mathematical costings/calculations.
  2. Ability to communicate effectively and sensitively in order to develop effective relationships with a range of customers.  A flexible approach to working hours.
  3. Proven knowledge and skills of working with employment law, to various set personnel policies and procedures, with knowledge of Local Authority conditions of service and the local management of schools.
  4. Ability to work accurately with constant interruptions to demanding deadlines within a team, using own initiative and undertaking project work.  An understanding of effective team working attributes and of the principles required to deliver a quality service to our customers.
  5. As a regular and intrinsic part of this role requires you to speak to members of the public in English, the ability to converse at ease with customers and provide advice in accurate spoken English is essential and consistent with the requirements of this role. This role also requires you to be polite and courteous when conversing with the public.

 

Desirable:

  1. CPP qualified status

 

 

 

 

 

 

 

 

 

 

 

 

A/T/I

Behaviours

Candidates: Please ensure you address these behaviours in your responses to the essential and desirable (if applicable) criteria above.

  • Takes Responsibility
  • Is Open, Honest and Respectful
  • Actively Listens, Learns and Finds Solutions
  • Works collaboratively and constructively with others

 

 

 

A/I

Special requirements

 

Candidates: Please note you will be expected to meet these requirements of the role and will be explored with you at interview.

 

1. Priorities and organises own workloads

2. Motivated and understand the need to provide excellent customer service

3. Competent with Management Information Systems such as SAP

 

 

 

T/I


 

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