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PD_HR and General Administrator
- 1. POSITION DESCRIPTION Position Title HR & General Administrator Functional Auth HRM Auth Reports to HR Director Date of approval Date of approval Function HR Signature Signature Award stream Mercer Ref No 120.100.350 Award Level Page 1 of 4 Role Purpose To provide administrative and operational support to the Human Resources and L&D functions to enable the achievement of Departmental objectives, and to provide general administrative support to the broader business. Key Challenges Substantial organisational change and growth Lack of common systems, processes and practices Underdeveloped organisation management frameworks and processes Key Result Areas 1. HR process support 2. L&D process support 3. Business support 4. Document management 5. People and culture
- 2. Position Description: HR & General Administrator Page 2 of 4 KRA 1. HR process support Accountabilities Capabilities Ensure employee records are up to date and accurate in order to meet employee, organisation and statutory requirements and entitlements Ensure letters of offer, employment contracts/variations and other employment documentation is prepared accurately and with due urgency Ensure the HRIS is maintained and data is accurate and up to date at all times Administer psychological tests to new starters as part of the recruitment process Ensure welcome packs and induction programs are prepared in consultation with line managers as part of the on-boarding process for new employees Provide a high level of operational and administrative support to the HR Director and Manager with aspects of the recruitment process Ensure payroll, superannuation and insurance providers are kept up to date regarding employee data and administrative matters Coordinate Superannuation Committee Meetings in conjunction with IOOF and act as Committee Secretary Identify opportunities for process improvement and devise implementation processes Demonstrates understanding of key components of the recruitment process, including construction of Letter of Offer, Employment Contract, and use of Position Descriptions Demonstrates ability to manage the logistics of the recruitment process, including liaison with candidates, agencies, test providers and venues Demonstrates insight into the importance of candidate care in managing the employer brand, and in engaging candidates as new employees Demonstrates strong familiarity with all systems used in the engagement of a new starter Demonstrates willingness to review and improve HR processes, to generate improved outcomes and efficiencies Demonstrates strong minute taking skills in support of key internal committee meetings Demonstrates ability to gather and present data in a meaningful way in areas such as recruitment, WHS, employee demographics and turnover Demonstrates accuracy and attention to detail in the use of HR systems and data management processes KRA 2. L&D process support Accountabilities Capabilities Ensure the L&D Calendar is easy to use, available to all who require access, up to date, and linked with all other calendars to ensure effective long term event booking Ensure all training program presenters and facilitators have all training events booked into calendars at the earliest possible time, and that all bookings in calendars are up to date Ensure all new Representatives are enrolled in appropriate New Representative Training programs Demonstrates understanding of New Representative training program procedures Demonstrates high levels of attention to detail in managing logistics and bookings for training programs Demonstrates understanding of Medicines Australia CEP processes Demonstrates high levels of efficiency in managing calendars Demonstrates high levels of personal accountability for L&D process effectiveness and ease of use
- 3. Position Description: HR & General Administrator Page 3 of 4 Ensure all New Representative Training program logistics are undertaken including travel and accommodation for attendees and room booking and catering for the event Ensure training room is set up as required Coordinate Medicines Australia CEP enrolment, records management and verification of completed training, and ensure payment as modules are completed Ensure all new Representatives are enrolled in the LMS courses and quizzes Process invoices for L&D expenditure as required KRA 3. Business support Accountabilities Capabilities Ensure HO mail to Representatives is dispatched weekly Relieve Receptionist during lunch or as required Assist broader office administration team in general office and kitchen cleaning and tidying duties Ensure franking of mail prior to sending Demonstrates willingness to assist in broader office support duties Demonstrates strong team orientation, with a can do attitude especially at times of high work load KRA 4. Document management Accountabilities Capabilities Ensure preparation of HR / L&D documents as required Ensure filing and archiving of documents according to MPL protocols Organise distribution of training materials as required Demonstrates ability to prepare documents to a high level of quality Demonstrates attention to detail Demonstrates high levels of process discipline Demonstrates high levels of customer responsiveness KRA 5. People and culture Accountabilities Capabilities Ensure MPL values are clearly demonstrated Maintain confidentiality of existing and prospective MPL employees at all times Ensure highly effective cross functional working Ensure internal enquiries are responded to with due urgency and in line with HR policy and process Demonstrates MPL Values in all aspects of day to day work Demonstrates willingness to assist others especially in times of high work volume Demonstrates highly effective communication skills
- 4. Position Description: HR & General Administrator Page 4 of 4 Person Specification Professional Experience Required Experience in supporting HR / L&D processes Desirable Education/ Academic Qualifications Required Bachelor Degree, Major / sub Major in HR (or equivalent) Desirable Key Working Relationships Internal HR / L&D team External Recruitment agencies