NATIONAL PORTRAIT GALLERY

RECRUITMENT AND HUMAN RESOURCES ASSISTANT

The National Portrait Gallery houses a unique collection of all forms of portraiture of the people who have made or are currently contributing to British history and culture; the collection is the most comprehensive of its kind in the world. With around 2 million visitors each year and a strong national and international presence through touring exhibitions and special projects, the Gallery is one of the country’s most important and popular galleries.

Purpose

Reporting to the HR Officer, the HR Assistant will be required to provide support and advice principally, but not exclusively, to the Gallery’s recruitment programme and a range of human resource activities that includes staffing, pay, benefits and training and development.

Main Duties:

Assisting with the co-ordination of the Gallery’s recruitment programme this includes:

preparing application packs, responding to e-mail enquiries, printing off and sorting out of returned application forms

provide assistance to managers in the preparation of job descriptions drafting and placing adverts in relevant media, agencies and websites establishing suitable criteria for and undertaking an initial sift of returned

application forms agreeing an interview timetable and interview plan participating in interview panels and providing guidance as appropriate to

other panel members. the preparation of interview papers including references and effective

candidate liaison notifying candidates of panel recommendations and providing feedback

when requested on interview performance

Ensure effective administrative procedures and compliance with relevant legislation (Data Protection Act) are in place for personnel office activities, this includes:

Provide support and advice across a range of general HR enquiries (annual leave, season ticket loans, issuing of staff passes etc.)

preparing new employee files, checking and following up documentation (references, identity, qualifications, health, work permits, security vetting etc)

notifying IT, Training and Facilities of new starters and meeting with all new starters on their first day ensuring the provision of key information

Assist in the drafting of terms of appointment and preparing changes to terms and conditions of appointment letters, acknowledging resignation letters.

Assisting in the compilation of payroll information.

Process purchase orders and invoices for the department maintaining accurate records.

Assisting in the preparation, issuing and chasing of probation and appraisal forms, maintaining up-to-date records and notifying the HR Officer of any concerns.

Maintaining an effective filing system, keeping employee files up-to-date and archiving ex-employee files.

Co-ordinate occupational health and staff welfare appointments and activities.

Other

Assist with training and development activities across the Gallery.

Develop knowledge and keep abreast of employment legislation.

This is not an exhaustive list of duties and the Gallery’s management may at any time allocate other tasks which are of similar nature or level.

National Portrait Gallery

Person Specification

Recruitment and Human Resources Assistant

Experience and Qualifications

A minimum of twelve months previous HR experience

CIPD qualification or equivalent would be desirable

Skills

Excellent organisational skills

Meticulous attention to detail

Be patient, tactful, diplomatic and approachable

Ability to remain calm in difficult situations and work well under pressure

Excellent written and spoken communication skills

Able to work well as part of a team

Other

Ability to work flexibly

Eligible to work in the UK

NATIONAL PORTRAIT GALLERY

Recruitment and Human Resources Assistant

Details of the post are given below and in the job description. You should take care to show in your application how you can fulfil the requirements of the job.

Period of AppointmentThis post will be fixed for a period of three years.

Hours:This post is for 40 hours gross (5 days) per week, including a lunch break of one hour for a full day worked.

PayThe salary for this post will be £20,843 per annum. Pay arrangements for museum, technical and administration assistants are on a 3-point pay scale that is currently:

On entry After 18 months * After 3 years£20,843 per annum £21,962 per annum £24,129 per annum

*Movement to the higher rate is subject to the satisfactory completion of the probationary period and meeting the length of service requirements as at 1st April.

Annual LeaveThe annual leave allowance is 25 days per annum.

Place of WorkMost of the work is based in the Gallery at St Martin’s Place, but all staff are required to work at other locations if necessary.

Equality The Gallery believes in the employment and advancement of people solely on their ability to do the job required. When recruiting people, we will therefore disregard their gender, marital status, race, age, colour, nationality, ethnic origin, religion and sexual orientation. There will be no unfair discrimination on the basis of disability. If you would like to submit your application in a different format we are happy to allow this. Please contact us (telephone: 020 7306 0055 email: personnel@npg.org.uk) so that we may discuss suitable alternatives.

PensionPension benefits are provided under the Principal Civil Service Pension Scheme (PCSPS).

Probation and Trial PeriodAll appointments are subject to satisfactory employment and character references and security clearance. There is a probationary period of 1 year for all permanent posts. For fixed term appointments the probationary period may be less than 1 year. The probationary period for this post is 1 year.

Data Protection ActInformation provided by you as part of your application will be used in the recruitment process. Any data about you will be held securely with access restricted to those involved in dealing with your application in the recruitment process. Once this process is completed the data relating to unsuccessful applicants will be stored for a maximum of 6 months and then destroyed. If you are the successful candidate, your application form will be retained and form the basis of your personnel record. Information provided by you on the Equal Opportunities Monitoring Form will be used to monitor National Portrait Gallery’s equal opportunities policy and practices. By signing and submitting your completed application form you are giving your consent to your data being stored and processed (if you submit your application by e-mail and the application form is un-signed we will assume that consent by you is given) for the purpose of the recruitment process, equal opportunities monitoring and your personnel record if you are the successful candidate.

Season TicketsInterest free loans are available for the purchase of a season ticket for travel to work.

Please return your completed application form to:

Personnel at: personnel@npg.org.uk

Or by post

Mrs Caroline WynterHead of Personnel National Portrait Gallery2 St Martin’s PlaceLondon WC2H 0HE

by 9.00am on Wednesday 3 April 2013.

We are expecting to hold interviews on Friday 12 April 2013. Please indicate on the form if you will not be available on this date.

If you are delivering your application by hand, please take it to the reception desk at 39-45 Orange Street.

To ensure the best possible use of our limited resources we are unable to respond to every application. If you have not had a response to your application by 19 April 2013 please assume that you have been unsuccessful on this occasion. We would like to thank you for your time and effort in returning your application.