People and Organisational Development Support

Job Purpose Summary

To provide accurate, efficient and proactive administrative support to the People and OD (POD) team, contributing to the effective delivery of POD services across NatureScot.

The role involves supporting a range of HR processes, maintaining accurate employee information, responding to enquiries and ensuring administrative activities are completed within required timescales.

Working within a busy HR environment, the postholder will be expected to manage competing priorities, demonstrate excellent attention to detail, handle confidential information appropriately and use their practical HR administration experience to support the smooth running of the team.

The role requires someone with practical HR administration experience who is organised, detail-focused, confident using HR systems and capable of working independently within established procedures in a fast paced team environment.

Areas of Responsibilities

1. Provide accurate, timely and professional HR administrative support across a range of People and OD activities, including recruitment, onboarding, employee changes, payroll and pension related processes.
2. Maintain and update employee records and HR information systems, ensuring information is accurate, complete, confidential and processed in accordance with established procedures and data protection requirements.
3. Administer routine POD transactions, including changes to employee details, contractual information and other employment related records, ensuring relevant systems and documentation are updated promptly.
4. Support recruitment and onboarding administration, including preparing documentation, processing information, liaising with recruiting managers and supporting candidates and new employees through established processes.
5. Respond to routine POD enquiries from employees, managers and colleagues, providing clear and accurate information and advice and referring complex or sensitive matters to appropriate POD colleagues in a timely, courteous and effective manner.
6. Support payroll and pension administration by accurately processing relevant information, checking records and ensuring changes are communicated within required deadlines.
7. Organise and prioritise a varied and often high-volume workload, managing competing deadlines and ensuring administrative tasks are completed accurately and efficiently.
8. Prepare, maintain and manage POD documentation, correspondence, reports and records using established templates, systems and procedures.
9. Work collaborately with colleagues across the POD team, providing flexible administrative support across different POD workstreams and contributing to the effective delivery of team priorities.
10. Identify and resolve routine administrative issues, using initiative and sound judgement within established procedures and escalating matters where necessary.
11. Handle confidential and sensitive employee information with discretion and professionalism, ensuring compliance with relevant policies and data protection requirements.
12. Contribute to continuous improvement by identifying opportunities to streamline administrative processes, improve accuracy and support efficient ways of working.

Role Requirements

1. Demonstrable practical experience of working in an HR, People or Personnel administration role, with an understanding of POD processes and the employee lifecycle.
2. Experience of administering POD activities such as recruitment, onboarding, employee changes, payroll related administration or employee record management.
3. Experience of using HR information systems or employee databases to input, update and maintain accurate and confidential employee information.
4. Excellent attention to detail, with proven ability to process information accurately, identify discrepancies and maintain high quality records.
5. Strong organisational and time management skills, with the ability to manage a busy workload, prioritise competing tasks and meet deadlines.
6. Good written and verbal communication skills, with the ability to respond professionally and sensitively to employee and manager enquiries.
7. Confident IT skills, including Microsoft 365 applications, and the ability to learn new systems and processes.
8. Understanding of the importance of confidentiality, data protection and the appropriate handling of sensitive personal information within an HR environment.
9. Ability to work independently, use initiative and resolve routine issues within established procedures, recognising when matters require escalation.
10. Ability to work effectively as part of a team, support colleagues during busy periods and adapt to changing priorities.
11. A proactive, flexible and customer focused approach, with a commitment to delivering accurate and reliable POD administrative support.
12. Willingness to develop knowledge of NatureScot’s people policies, procedures, systems and ways of working.

Specific Work Requirements

1. Administration of POD processes relating to recruitment, onboarding, employee changes, payroll and pensions, ensuring accuracy and compliance with established procedures.
2. Maintenance of employee information on Fusion and other relevant HR systems, ensuring records are accurate, complete and updated within required timescales.
3. Administration of recruitment activity through the relevant recruitment systems, supporting vacancy managers and candidates throughout the process.
4. Processing employee changes and associated documentation, ensuring relevant information is communicated accurately and promptly.
5. Monitoring POD administrative tasks and deadlines, following up outstanding information and escalating issues where required.
6. Providing flexible administrative support across the POD team to respond to workload demands and service priorities.
7. Take an active role in continued self-development.

Person Specification

Essential:

• HR administration experience:

Demonstrate experience of working in an HR, People or Personnel administration role, with practical involvement in HR processes and employee administration

• HR systems and records:

Experience of using HR information systems or employee databases to maintain accurate employee records and process information.

• Accuracy and attention to detail:

Proven ability to process detailed information accurately, identify errors and maintain high standards of data quality.

• Organisation and prioritisation

Ability to manage competing priorities and deadlines effectively within a busy HR administrative environment.

• Communication and customer service:

Strong written and verbal communication skills, with experience of providing professional support and responding to enquiries.

• IT skills:

Competent use of Microsoft 365 applications.

• Confidentiality and discretion:

Understanding of the importance of maintaining confidentiality and handling sensitive personal information appropriately.

• Teamwork and initiative:
• Ability to work independently and collaboratively, use initiative and contribute positively to a busy team.

Desirable:

• CIPD Level 3 qualification or working towards a recognised HR qualification.
• Experience of working within a public sector People environment.
• Experience of using Fusion or a comparable HR information system.
• Experience of administering recruitment, payroll or pension processes.
• Experience of supporting improvements to People administrative processes.