The HR Assistant provides administrative support and undertakes day to day operational tasks within a designated HR Business Partner team, as well as acting as a point of contact for Human Resources (HR). The incumbent supports recruitment and appointment processes, including: data input into the HR Systems (including Alesco and My HR Online); producing contracts and appointment letters; visa and immigration processing administration; all correspondence relating to new starters and leavers; variations to contracts; and any other related work to maintain data integrity and record keeping. The HR Assistant may be asked to support selection committee panels with uploading and processing of applicants into the HR System.
The HR Assistant uses initiative and a sound understanding of HR Policies to assist the administrative HR processes and ensure documents and procedures undertaken are in accordance with HR policy and approved procedures. The incumbent actively assists and suggest process improvement to enhance customer service.
Division of Services and Resources
The Division of Services and Resources is responsible for the overall strategy in relation to the management of financial, human, ICT & estate resources, commercial activities and quality, planning & analytics and which foster and promote innovation and best practice in the delivery of services to enable the core business of learning and teaching, research and engagement.
The Division includes the Directorates of Financial & Business Services, Estates, Human Resources, ICT, Quality, Planning & Analytics and Commercial Services and other activities including the provision of student accommodation and bookshop services for students and the Discovery Rise development of the Townsville campus.
Through these Directorates the Division provides: Financial, strategic procurement, purchasing and commercial and contractual services; management of the planning, performance and budgeting framework and processes; legislative compliance; human resource and ICT management; business intelligence; management of the quality enhancement framework; provision of services to students via the University Bookshop; capital infrastructure planning; delivery of capital projects, minor works and facilities maintenance programs; provision of campus services including cleaning, grounds maintenance, security and student accommodation.
Human Resources Directorate
The Human Resources Directorate designs and delivers people management initiatives and practices which assist managers and staff to contribute effectively to the Strategic Intent of the University. The Directorate will contribute to the development of an organisation that promotes and embraces diversity, innovation, flexibility and high performance. The Human Resources Directorate is responsible for all aspects of employment related matters including attracting worldclass employees, developing organisational and people capabilities that are aligned with University needs, and retaining talent. Functions include Employment Services, Policy Development, Recruitment Equity, Organisational Development and Learning, Workplace Relations, Remuneration and Superannuation services and management of the Human Resource Information System (including the provision of information/KPI’s).
James Cook University
Division of Services and Resources Human Resources Directorate
- Undertake timely and accurate processing and data entry tasks using JCU HR systems, (which currently includes Alesco and My HR online) in respect of administering the employee lifecycle e.g. new and variations to appointments; resignations; creation and changes to position establishment; uploading recruitment applicant documentation.
- Generate employment contracts using prescribed templates and adjusting as required, including letter of offer, adjunct, visiting scholar, SSP and others as required, ensuring high attention to detail, timeliness and data accuracy.
- Provide a responsive customer focussed first line information service to staff and managers including initial support and guidance in the application of HR administrative processes and recruitment administration.
- Assist in the review of documentation, ensuring the information provided is accurate and position and person specifications comply with best practice, utilising a sound understanding of HR policies and the broader impacts to take the initiative to raise non-routine matters with the HR Consultant.
- Provide administrative support, in conjunction with the Recruitment Officer, to assist with the advertising of jobs and immigration processes.
- Maintain accurate and comprehensive staff records for all JCU staff, including relevant spreadsheets and filing.
- With support of the Recruitment Officer organise and process immigration and visa administration requirements for relevant new and existing employees.
- Actively assist to identify process improvements to enhance customer service.
- Support the University's commitment to the principles of reconciliation, which exemplify respect for Aboriginal and Torres Strait Islander heritage and the valuing of justice and equity for all Australians.
- Demonstrate a commitment to the University values and Divisional attributes.
- Support the principles of the TropEco program and engage in commitment to JCU sustainability goals and objectives.
There are generic responsibilities that apply to all James Cook University staff. Your specific level descriptor can be found at:
Professional and Technical
There are generic responsibilities that apply to all James Cook University staff.
- The HR Assistant is required to observe the lawful and reasonable directions, policies and decisions of the University Council, understand and comply with the Enterprise Agreement, the Statutes and Rules of the University, the policies and decisions of the University Council and other appropriate University authorities, as in force from time to time.
- The HR Assistant is required to demonstrate a personal commitment to ensure personal safety and the safety of others and contribute to the continuous improvement of our WHS performance. This includes the effective implementation and compliance with James Cook University WHS policies, procedures and safe systems of work, together with all relevant legislation, duties and obligations. Contribute to the continuous improvement of our WHS performance.
- The HR Assistant is required to exercise proper discretion in all matters affecting the wellbeing of the University which involve public writing or speaking in accordance with the University’s Code of Conduct.
Selection and appointments will be assessed against selection criteria.
- Diploma qualification or Certificate IV in Human Resources or related field and relevant work experience or an equivalent combination of experience and/or education and/or training.
- Demonstrated effective written and customer focused interpersonal communication skills in dealing with people from a variety of backgrounds.
- Demonstrated experience with using and interrogating relevant HR systems and databases.
- Demonstrated effective organisational and time management skills in managing a high volume of work with competing deadlines with exceptional attention to detail.
- Demonstrated excellent customer service skills, utilising problem solving skills to provide information on HR procedures and policy showing respect, initiative and integrity.
- Base level understanding of current employment law and demonstrated ability to handle confidential and sensitive information appropriately.
- Experience in the use of the Alesco HR/payroll system.