HR and Volunteer Co-Ordinator

The HR and Recruitment Coordinator will be responsible for overseeing the recruitment processes and HR operations at Citizens Advice Runnymede and Spelthorne and Citizens Advice South West Surrey.

Employed by CARS, you will work closely with all line managers at CARS and CASWS to ensure the team has the necessary HR and training support.

Role Profile

Recruitment and selection 

Manage the recruitment processes, contracts and HR processes for all volunteers and staff from writing the advertisement to offer stage

Screen and shortlist CVs into the candidate pool

Conduct phone assessments/interviews

Be the first point of contact for all candidates interested in volunteering or working with CARS and CASWS

Compose candidate packs, write job descriptions and create advertisements for recruitment purposes 

Ensure all pre-employment / recruitment checks are carried out 

Assist managers to develop a range of volunteer roles to meet CARS and CASWS’s needs

Promote staff and volunteer opportunities, using different channels to target identified groups

HR Support

Issuing /checking offer letters, employment contracts and all recruitment paperwork  for employees and volunteers

Coordinate the annual appraisal process for employees

Coordinate timely reporting of probationary period review dates, in addition to administering successful completion of probationary period and probationary period extension letters in line with organisational policy

Issuing contract amendments including change of hours, salary increases and contract extensions

Maintain personnel information and electronic personnel files in line with all GDPR requirements

Dealing with general HR and employee queries and related correspondence 

Provide written and / or oral reports on progress in relation to recruitment and people strategy for the Chief Executive and Board of Trustees  

Conduct exit interviews with all staff and volunteers

Review recruitment and personnel data annually to identify gaps in diversity

Work with the wider team to celebrate volunteer successes, and coordinate relevant events such as volunteering week

Enforce and ensure strict compliance with company policies and procedures, including working with managers to ensure they are being implemented effectively

Volunteer and staff support and supervision 

Support the management team in the day to day management of volunteers and employees

Support the wider team with people policies and systems

Training 

Ensure new staff and volunteers have a good quality organisational induction 

Assist the relevant managers with the creation and delivery of CARS and CASWS’s training programme including sharing opportunities, undertaking bookings, conducting training needs assessments and maintaining training records and systems

Assist trainees through self-learning modules and review progress on a regular basis

Support the development of digital skills and the use of the online training system and resources

Identify own training and development needs

Working with the relevant managers, to create and implement CARS and CASWS’s volunteer recruitment plan in line with the needs of the organisations’ strategies

Ensure volunteer and staff views and needs are considered within strategic plans and change management

Develop and maintain links and partnerships with relevant agencies 

Attend training meetings and contribute to the development of future and ongoing projects

Support the CARS and CASWS’s management team with change management and development of skills

Work to build systems and processes that support the retention of volunteers and staff

Strive for continuous improvement in our HR processes and recommend strategies to enhance HR operations/processes across the two Citizens Advice organisations

Maintain accurate records, ensuring compliance with the latest GDPR regulations

Essential Criteria / Person specification

Knowledge of HR best practice and previous experience of working within an HR setting

Prior experience in delivering great customer service in an office environment

Proven ability to give and receive feedback objectively and sensitively

Demonstrable experience of communicating effectively orally and in writing

Ability to demonstrate a flexible approach and willingness to work as part of a team

Ability to monitor and evaluate the effectiveness of processes and identify inefficiencies and areas for improvement

Ability to prioritise own work, meet deadlines and manage workload in a busy environment

Proficient in the use of IT systems and packages for the purposes of your role

Exceptional attention to detail and a commitment to maintaining high standards

A good, up to date understanding of equality diversity and inclusion, and its application to the provision of the recruitment and development of staff and volunteers

Ability to commit to, and work within, the aims, principles and policies of the Citizens Advice service

A commitment to continuous professional development.