HR Apprentice

Gosport, Hampshire
The Oil & Pipelines Agency

HR Apprentice

The role: We have a fantastic opportunity for a HR Apprentice to join our small, friendly HR Team, to be based at our Head Office in Gosport, with some WFH available.

This is a newly created hands-on role, and will provide coordination and administration support for our Competence Management, and Human Resources Team. Over time this role will migrate to solely supporting and working within the Competence Management Team.

The role also requires the ability to maintain a high level of confidentiality at all times, compliance with GDPR requirements, and have a good understanding of financial data.

This position is ideal for someone who wants to develop a career in HR / Learning & Development, with a good understanding of Human Resources, whilst working towards a CIPD Level 3 Foundation Certificate, in People Practice Apprenticeship.

There is a requirement to be able to travel for business, therefore a full (preferably clean) driving licence is highly desirable. If the successful post holder does not have a driving licence yet, they will need to be committed to obtaining a full UK driving licence by the end of their apprenticeship course.

Responsibilities:

Reporting to and undertake all general administrative duties as requested by the Competence Assurance Manager, including but not limited to:

• Arrange Travel arrangements when required for the Human Resources Team, apprentices and OFDs Loch Ewe and Campbeltown, as well as covering when our travel administrators are absent or workload is high.
• Manage meeting and training rooms when required.
• Raise Purchase Quotes.
• Update and Maintain Training Records within Cascade, our HR system.
• Progress and coordinate Training Requests when requested through to arranging courses in line with the Competency Management System.
• Where necessary, diary management, training arrangements, organising training itineraries, organising internal and external training events.
• Manages and produces training reports and forecasts when required.
• Be the main OPA contact around e-learning and induction requests.
• Create, monitor, and update training schedules within Cascade.
• Distributes associated certificates when received from training providers.
• Scans certificates into individuals training records within Cascade as evidence of training undertaken.
• To provide general HR & Administrative support.
• Update and maintain database (SharePoint) for Position Profiles and Job Descriptions
• Updated Cascade with any HR related requests, help manage the Task List function and progress chase the relevant actions.
• Where required assist the Recruitment Advisor, setting up interviews and issuing relevant correspondence as necessary within the Applicant Tracking System.
• Administer HR-related documentation, such as offer letters and contracts of employment, and change letters as necessary.
• Maintain HR systems and files to ensure they are readily accessible.
• Coordinate induction for all the new starters.
• Check, respond and action e-mails in Human Resources mailbox, escalating as required.
• Administer the sickness/absence/holidays highlighting any issues to the appropriate manager in a timely manner and in accordance with the Agency policies and procedures.
• Raise and action, obtaining input or referring actions to the HRM, for starters and leavers; as part of the Onboarding process within the Applicant Tracking System and departure processes within the HR System.
• Assist with absence management processes, tracking, and reporting.
• Help organise employee engagement activities as necessary.
• Ensure there are written procedures available for all routine tasks, ensure all documents are updated as required.

The candidate: This is an entry level role open to candidates of all ages, and we would particularly welcome applications from school leavers or university graduates with strong A-Levels.

Previous Human Resources experience is advantageous but not essential, however you will need to have a willingness to grow and develop within the Competency Management Team (Human Resources), and take on increasing responsibilities over time.

The role will require excellent interpersonal and communication skills, both written and oral, together with well developed administrative, numerical, analytical, and organisational skills, with a strong working knowledge of MS Office packages, including word and excel.