The Sainsbury Family Charitable Trusts (SFCT) is the operating office of independent grant-making trusts and charitable bodies established by three generations of the Sainsbury family. Each organisation is an independent legal entity with its own separate and autonomous board of trustees, actively led by an individual member of the Sainsbury family.

Job Purpose:

Responsible for providing administrative and project related support to the People team to ensure achievement of its objectives and to support people processes across SFCT.  

Duties and Key Responsibilities:

People Team Administration  

• Deal with queries for staff, providing information relating to people processes and policies.  

• Maintain employee records and databases including HR and Pensions databases ensuring accuracy and confidentiality.   

• Ensure maintenance of electronic employee  files and their security.   

• Liaise closely with the People Coordinator to ensure that administration is complete, e.g. new starters, contract variations,  leavers, pension information.  

• Keep track of probationary periods and reviews and inform People Coordinator where these are not completed on time.   

• Update the HR database with annual leave, sickness absence and TOIL.   

• Provide support to meetings including as note taker, managing diaries and distribution of agendas and information.   

Recruitment  

• Support the members of the People Team in the implementation of effective recruitment procedures. 

• Liaise with the recruiting manager including developing job descriptions and person specifications, preparing job adverts, checking applications, shortlisting, interviewing and selecting candidates.  

• Co-ordinating interviews and assessments including room booking and candidate communication.  

• Serve as additional point of contact for all new employee questions. 

• Ensure that all new starter actions are complete including issuing offer letters and contracts and completing pre-employment checks.   

• Planning and scheduling of Inductions for new starters. 

Learning and Development  

• Support the members of the People Team to develop and implement the  Learning and Development Framework in line with the Workforce Development Policy and People Plan.  

• Assist in planning and in sourcing training courses and providers for a range of training needs. 

• Support the People Team members in coaching managers as part of their personal development. 

• Explore opportunities for optimising use of the  HR system (currently PeopleHR) in planning and recording learning and development activities.  

Benefits Advice and Administration  

• Ensure accurate records of benefits’ provision are kept and maintained.  

• Respond to staff queries related to annual leave and sickness absence. 

• Provide employee data to  third parties to assist with governance reviews, etc.  

Payroll  

• Provide support to the Finance and People Administrator  as required by providing data for payroll processing.   

Support for internal and external communications  

• Work closely with the Communications Assistant to ensure effective and accessible ongoing internal communication on all areas of People activity  

• Develop and maintain relationships with key internal stakeholders and develop practical solutions in response to stakeholder needs.  

• Develop and maintain relationships with settlors, trustees and external stake holders. 

Other support to People Team  

• Provide project support for additional projects as these are prioritised from the People Plan. 

Person Specification

Knowledge & Education/Training

• Formal qualifications are not required, but willingness to learn ‘on the job’ is essential. 

• Proficiency in  MS Office with the ability to grasp unfamiliar IT/digital systems quickly. 

Experience

• Experience of dealing confidently with a variety of tasks concurrently.  

• Experience of working with a range of people in different environments.  

• Experience of managing own time effectively to achieve objectives.   

• Experience of improving processes using technology. 

Skills & Abilities

• Ability to exercise some degree of responsibility and independence. 

• Attention to detail and high level of accuracy in completing administrative tasks.  

• Organisational skills with the ability to multitask and prioritse tasks effectively.   

• Able to handle sensitive and confidential information with professionalism and discretion   

• Uses initiative and makes suggestions for improvements. 

• High level of verbal and written communication skills, confident to provide support and information to people all levels  

• Skilled at working collaboratively across diverse groups with varied agendas and perspectives.  

Personal Attributes

• Comfortable working on routine tasks. 

• Works well in a team with a flexible approach to work. 

• Discreet, and shows good judgement on when to escalate a matter to the next level. 

• Friendly, with a willingness to help. 

• Level-headed with a common-sense approach. 

• Pro-active. 

• Empathy for the trusts’ goals with a strong affinity for an organisation that is driven by a strong sense of purpose. 

• Active and self-led learner who keeps abreast of developments, who is prepared to undertake training where it may improve understanding and ability. 

• Enjoys working in a complex environment. 

• Commitment to anti-discriminatory practice and equal opportunities. An ability to apply awareness of diversity issues to all areas of work.