Personnel Administrator

The Midcounties Co-operative is the second largest independent co-operative in the UK and is an innovative co-operative business, owned by its members. We are proud to be a successful co-operative, founded on co-operative values and principles that co-ops share throughout the world.

The post holder shall:

• Assist in the recruitment process by ensuring all new vacancies are supported by a Personnel Requisition, and are advertised on the internal vacancy list, job centre, referring other requests for advertising to the relevant HRA
• Monitor the recruitment line, sending out application forms as required
• Forward all applications received to the recruiting manager promptly following the closing date, assist with interview letters for Head Office recruitment
• Ensure all required paperwork is received from the recruiting manager prior to booking new colleagues onto "Welcome to Midcounties", in particular ensuring that the appropriate Right to Work in the UK documentation has been received, along with fully completed application forms, sending back any that are not compliant
• Ensure that any Right to Work documentation that requires an annual check is correctly noted on the HR system to ensure full compliance with legislation
• Enter new colleagues onto the HR system and send offer letter, contract and any other required documentation to the new colleague promptly
• Process Refer a Friend payments in accordance with the policy
• Send for and ensure the receipt of 2 satisfactory references referring non receipt and unsuitable references to the relevant HRA and recruiting manager
• Record attendance at "Welcome to Midcounties" and Day Two on site induction
• Process any changes of terms and conditions, e.g. change of hours, rate of pay, promptly sending out confirmation letters to the colleague and updating the HR system
• Process any termination/leaver notices immediately to ensure there is no overpayment to leavers, send out exit questionnaires as required
• Log all of the above on spreadsheet for payroll and HRAs
• Scan and e file leavers personnel files to the HR system
• Respond in accordance to Society policy to any requests for references for current or former colleagues, again referring complex situations to the relevant HRA
• Maintain the integrity and confidentiality of the data on the HR systems and within the PSG office at all times, ensuring compliance with  Data Protection regulations
• Periodically check for and request any missing information e.g. Right to Work in the UK documentation, Bank Accounts, NI numbers, reviewing this regularly to ensure ongoing compliance
• Ensure receipt of 13 week performance reviews referring any concerns to the relevant HRA
• Send out confirmation of employment letters at 26 weeks providing all paperwork is fully in place
• E file all documents emailed or posted in, plus any letters sent to colleagues, immediately onto the HR system
• Liaise closely with HRAs and Payroll Administrators on all aspects of the above
• If required assist HRAs by sending out correspondence regarding disciplinary, investigatory or grievance hearings
• Develop and maintain good working relationships and communications across the whole of the PSG function and across the Society in general in particular with Recruiting, District and Operational Managers
• Take reasonable care for the health and safety of yourself and of others who may be affected by your acts or omissions at work, raising awareness of this and environmental issues within the team e.g. recycling