Human Resources Assistant (Employee Relations)

Job description

JOB TITLE: Human Resources Assistant (Employee Relations) TEAM: Human Resources REPORTS TO: Human Resources Manager JOB PURPOSE: To support the day-to-day operation of the Ascension Island Government’s Human Resources function. To support the Human Resources Manager with employee relations casework, taking a leading role in investigations and disciplinary matters where appropriate, in line with the ACAS Code of Practice and CIPD best practice. MAIN DUTIES: Undertake duties supporting the recruitment and selection function including drafting and placing adverts; DBS, vetting and pre-employment checks; chasing references; arranging short-listing and interview packs; contacting candidates and managers; and any other associated duties. Maintain HR records, both electronically and paper-based, ensuring the most efficient systems for recording and regular reporting are in place and offering ideas and solutions to make improvements. Provide administrative support to the AIG appraisal system, including preparing paperwork, issuing reminders and collating completed appraisals. Coordinate the probationary period process across AIG, keeping a close watch on time frames, chasing line managers for outstanding reviews, and pre-empting and escalating potential issued to the Human Resources Manager as appropriate. Provide wider administrative support to the HR team, including drafting correspondence, distributing information, filing, organising meetings and taking notes at disciplinary proceedings. Manage safeguarding compliance, including maintaining training records, collecting signed Codes of Conduct, and ensuring Youth Trainee placements are in line with relevant policies and have the required Administrator approval. Support the delivery of employee relations casework, including assisting with grievance, disciplinary and capability procedures; organising hearings; and taking notes at disciplinary and grievance proceedings. Act as an Investigating Officer for disciplinary and grievance investigations as required, including gathering evidence, interviewing witnesses and producing clear, well-structured investigation reports. Assist with report writing across HR functions, including investigation reports, HR management information reports and briefing papers for management. Provide first-line advice and guidance to line managers and staff on disciplinary matters and employment relations best practice, escalating complex or high-risk cases to the HR Manager as appropriate. Provide onboarding support to successful candidates, maintaining contact and keeping them informed throughout the government’s pre-employment checks process, and coordinating induction arrangements and new starter documentation ahead of their start date. Act as the first point of contact for staff enquiries, providing guidance on the Code of Management and related policies. Prepare starter and leaver documentation, payroll change notifications (PCNs) and associated payroll information for authorised signature by the Human Resources Manager or Director of Resources before sending to Finance. Cover for the HR Officer during periods of leave or absence. ADDITIONAL RESPONSIBILITIES: Health and safety – to share in the corporate responsibility for the safety of staff and visitors to the office/work environment. Employee relations – to handle employee relations casework and investigations with impartiality, fairness and sound professional judgement. Confidentiality – treat all information encountered in this role as confidential, including employee relations casework and workplace conversations, and exercise discretion and sound judgement at all times. Continuous development – take responsibility for your own Continuing Professional Development (CPD) and attend any training course specified by AIG to support the further development of the role. PERSON SPECIFICATION: Knowledge, skills, experience and personal attributes Essential Holds, or is working towards, CIPD Level 3 (Foundation Certificate in People Practice) as a minimum, or an equivalent recognised HR qualification. Good working knowledge of CIPD and ACAS best practice, including employment relations principles. Experience of employee relations casework, such as grievance, disciplinary or capability processes. Excellent IT skills, especially MS Excel, Outlook and Word, including the ability to create high-quality first drafts of documents and reports (e.g. recruitment adverts, job descriptions, letters, investigation reports). Highly discreet, with the ability to maintain confidentiality at all times. Effective written, oral and interpersonal communication skills, with the ability to work closely and constructively with colleagues at all levels. Holds a clean, valid driving licence for Class A vehicles. Desirable CIPD Level 5 qualification (or equivalent) or currently working towards it. Mental Health First Aider, or willingness to undertake training to become one. Safeguarding Training, or a willingness to undertake this. This Job Description indicates the main duties and responsibilities of the post. It is not intended as an exhaustive list. The Ascension Island Government (AIG) reserves the right to amend this Job Description from time to time according to operational needs. Any changes will be discussed with you and confirmed in writing. Please note that you share with AIG the responsibility for making suggestions to alter the scope of your duties and improve the effectiveness of your post September 2026