HR and Governance Assistant

Reports To: Finance & Operations Director

Location: Cardiff - agile working from home or in the office with monthly face to face meetings in Cardiff as a minimum.

Hours of Work: 28 hours per week

Contract: Permanent subject to funding

Deadline for applications: 22nd April 2024

Interview: 29th April 2024

Annual Leave: 25 days per annum pro rata

Method of Pay: Salaries are paid directly into staff member’s nominated bank account on the 15th of each month

Pension: Children in Wales’ employees are automatically enrolled to the Workplace Pension Scheme, but you may choose to opt out.

Place of work: Children in Wales, 21 Windsor Place, Cardiff CF10 3BY - agile working from home or in our office

Main purpose of role:

To provide effective administrative support for the HR and Governance functions of the organisation in a confidential and sensitive manner. This will involve working within a small team providing support to the wider staff group and Trustee Board members. The post holder’s organisational skills will contribute to the smooth running of the organisation’s operations.

Main duties and responsibilities

• Responsibility for updating staff records and drafting appropriate correspondence as well as dealing with staff queries on a range of issues.
• Contribute to recruitment processes and assisting with the review and development of onboarding materials.
• Assist in the scheduling of staff training and development initiatives.
• Assist with data collection and input into relevant systems.
• Assist with the planning and preparation for meetings related to the governance of Children in Wales, to include meetings with Trustees and the AGM.
• Deputise on occasion for the Administration Manager (Governance) to take draft minutes of meetings ensuring decisions and ownership of actions are accurately recorded.
• Assist the Administration Manager (Governance) to maintain accurate records relating to trustees and help with planning for annual trustee appointments and elections, ensuring all new trustees receive appropriate letters of appointment, induction, welcome packs and access to training as required.
• Assist with the review, development and implementation of Children in Wales policies and procedures which form part of our staff handbook.
• Support the Administration Manager to ensure Children in Wales complies with its legal and statutory responsibilities.
• Ensure sensitive data is handled in an appropriate manner, and maintaining the confidentiality of all HR data and Board/Committee papers

This list is not exhaustive as there may be other duties and responsibilities, which Children in Wales may require the post-holder to perform from time to time in contributing to the delivery of its activities.

Person Specification

Key Requirements - Essential

Education and Experience:

• Educated to A Level or above
• At least 1 year relevant experience working in an administrative role

Abilities, skills and aptitudes

• Strong interpersonal and communication skills (written and verbal)
• Able to work effectively both independently and in a team, collaborating with colleagues and occasionally with external stakeholders.
• Able to organise work to meet deadlines and motivated by targets.
• Able to manage a complex and varied workload.
• Able to build effective relationships with a diverse group of people
• A positive and professional attitude even in challenging circumstances
• Accurate with a keen attention to detail
• Sound knowledge of MS Office and online meeting platforms
• Commitment to promoting equality and inclusion at work
• Commitment to sustainability, health and safety and professional development

Key Requirements - Desirable

• Experience of a HR / Governance role
• Basic knowledge of Children’s Rights
• Experience of producing thorough yet concise minutes of meetings
• Familiarity with Citrus HR software
• A basic understanding of employment law
• The ability to communicate in Welsh, or a commitment to learn

Background Information

Children in Wales - Plant yng Nghymru is the national representative membership organisation for individuals and organisations from all sectors who work with children, young people and families in Wales. Our membership is drawn from the public-, charitable/not-for-profit- and independent-sectors. Our work will be underpinned by a collaborative approach, which facilitates opportunities for our members, children and young people.

• We will work towards our vision in collaboration with our members by:
• Campaigning for the full adoption and implementation of the United Nations Convention on the Rights of the Child at every level of Welsh society.
• Challenging inequalities and promoting equity for all children and young people across Wales.
• Bringing together and amplifying a collective voice for transformational change at a policy level within Wales.
• Promoting and supporting the participation of children and young people within decision-making structures at all levels of government within Wales
• Providing a platform for the sharing of innovative practice across Wales.
• Advocating for the children’s sector(s) on priority areas.
• Providing learning and development opportunities for the cross-sector children’s professional workforce.
• Undertaking and disseminating research across our membership.

Children in Wales carries out a number of activities in order to meet these aims. These include:

• Organising conferences and seminars
• Providing training
• Supporting and developing strong networks and forums
• Producing and disseminating information
• Representing and consulting with members
• Research
• Direct work with children and young people through our Young Wales project