People Services Administrator

1. Kaleidoscope is a pioneering substance use treatment provider dedicated to offering evidence-based and holistic support to individuals, with a focus on community needs and innovative service development.
2. We are seeking a proactive and organised Administrator to join our dynamic team.
3. This role is pivotal in ensuring the smooth operation of these key areas and supporting the overall colleague experience within the organisation.

Working Hours: 35 hours per week, working Monday to Friday between 9am and 5pm. The post holder may be required to occasionally work evenings/weekends to fulfill the role's responsibilities, for which TOIL will be given.

Location: The role will be based in Head Office, St Mellons in Cardiff, however visits to all Kaleidoscope sites across Wales may be required.

About Kaleidoscope

Kaleidoscope is a pioneering substance use treatment provider, offering evidence-based and holistic support to individuals who access our services. We are a forward-looking organisation, passionate about developing services while keeping the needs of the community that we support at the heart of what we do. Our achievements include initiating the first needle syringe exchange, on-site methadone dispensing and the setting up of social enterprises. Kaleidoscope understands that, through listening to people, we’ll continue to innovate and campaign for the interests of those seeking help.

Our services span the whole of Wales as well as our residential unit in the Wirral. At present we have over 250 colleagues working with us.

Job Summary

We are seeking a proactive and organised Administrator to join our dynamic team. The successful candidate will provide comprehensive administrative support across various functions within the People Services department, including Human Resources (HR), Recruitment, and Organisational & Learning Development (OLD). This role is pivotal in ensuring the smooth operation of these key areas and supporting the overall colleague experience within the organisation.

Key Responsibilities

HR Administration

• Maintain and update colleague records, ensuring all information is accurate and up to date in line with GDPR and company policies.
• Complete regular audits and compliance checks to ensure colleague data up to date, responding to any issues and escalating any non-compliance that cannot be resolved.
• Complete checks on accreditations and qualifications such as Nurse PINS to ensure colleagues are compliant and up to date, escalating any unresolved issues.
• Assist with the preparation of HR documents, including employment contracts, offer letters, and changes to terms and conditions.
• Manage the administration of colleague benefits, including enrolment and queries.
• Support with colleague onboarding and offboarding processes, including induction scheduling and exit interviews.
• Assist with monitoring and recording of absence management, annual leave, and other colleague entitlements.
• Respond to day-to-day HR queries from colleagues and external stakeholders, providing accurate and timely information.
• Support with employee relations documentation and minute taking.

Recruitment Support

• Assist with the administration of the recruitment process, including posting job adverts, scheduling interviews, and liaising with candidates.
• Coordinate the pre-employment checks process, including references, right-to-work checks, and other necessary verifications.
• Maintain recruitment records, ensuring accurate data entry and reporting on recruitment activities.
• Assist in the onboarding process by preparing necessary documentation and liaising with other departments to ensure smooth transitions for new hires.
• Organisational and Learning Development Support
• Provide administrative support for learning and development programmes, including booking training sessions, maintaining training records, and managing course feedback.
• Support the implementation of organisational development initiatives, including colleague engagement activities and performance management processes.
• Assist in coordinating internal workshops, inductions, training events, and external training providers.
• Maintain and update the learning and development system iHasco, tracking colleague training and development activities.

General Administration:

• Manage the mail inboxes for all three areas of the people services team, responding to queries and directing them to the appropriate team members where necessary.
• Assist in preparing regular and ad hoc reports related to HR, recruitment, and development activities.
• Ensure the confidentiality and security of sensitive employee data.
• Support the continuous improvement of People Services processes by contributing ideas and feedback.
• Any other duties as reasonable required.