It costs a lot to provide our free service



HR Administrator - Position Description

Position Description

Position Title:

HR Administrator (12 Month Fixed-Term)


Direct Reports:




Hospice North Shore but will be required to travel to sites within the Northern Hospice Alliance




Jan 2018


Reporting To:

HR Advisor



1.0 FTE (40 hours per week)


Position Objective

The Human Resources Administrator is responsible for providing high quality administrative support across the HR Hub in the areas of recruitment, general HR administration, training and education and volunteer services.

The role reports to the Human Resources Advisor and is part of the HR Hub team which works across three sites: Hospice North Shore, Hibiscus Hospice and Warkworth Wellsford Hospice.



Key Accountabilities and Expected Results


Expected Results

Recruitment, Selection and On boarding

  • Act as initial contact for management, staff and candidate staff enquiries and issues related to recruitment
  • Provide advice, guidance and support to managers regarding recruitment principles, best practice, processes and policies
  • Oversee the day to day coordination and administration of end to end recruitment process, including attraction, selection, screening, appointment and employment documentation preparation.
  • Support managers in the development of the recruitment and selection materials, including:
    • Development or revision of Position Descriptions
    • Designing and developing advertising plans for the hiring manager
    • Preparing interview materials
    • Employment Agreement/Job Offer production
  • Oversee general administration and logistics through the recruitment process:
    • Ensuring applicants and hiring managers are kept up to date at all stages of the selection process.
    • Reporting and tracking of candidates through all stages of the interview process
  • Ensure recruitment processes are documented the organisational recruitment policy and procedures are followed
  • Support managers and new joiners through the ‘on-boarding’ process.
  • Ensure all relevant information is provided to key stakeholders (e.g. Managers, Payroll, IT) to ensure a seamless experience for new staff members.
  • Contribute to the development of recruitment and selection tools, advertising strategy and processes to support quality decision making and to streamline processes.
  • Build and maintain effective working relationships with hiring managers, internal stakeholders and external consultants

HR Administration

  • Prepare all HR related documentation including contracts, variations, letters, certificate of service etc.
  • Submit Police and Ministry of Justice pre-employment checks
  • Maintain relevant spreadsheets including practising certificates, drivers licence, performance management etc.
  • Assist in the implementation of workplace surveys, ensuring feedback is given to the Hospice teams and action plans are followed through

Training and Education

  • Assist with administration relating to the provision of both internal and external education including;
    • Advertising, course registration, liaison with presenters, preparation and distribution of course materials, invoicing where appropriate, database management, catering and
    • Management of the processes for all HNZ Education programmes including formative and summative evaluation collation
    • Preparation of attendance certificates
    • Provide feedback to presenters and educators based on course evaluations
    • Preparation of agenda and minutes for team meetings
  • Maintain accurate information of education delivered and planned
  • Maintain the staff training database
  • Generate one off training reports for employees as requested

Volunteer Services

  • Assist Volunteer Services as required with volunteer recruitment including interviewing, screening, vetting and on-boarding.

Health & Safety

  • Provide assistance to the HR Advisor to ensure that all employees who sustain an injury or illness are rehabilitated back to work safely and within organisational guidelines
  • Actively promote a safe workplace and health and wellbeing of staff
  • Work with the HR Manager to establish and champion a Health & Wellbeing programme across the Alliance
  • Complies with and contributes to Health and Safety systems and Emergency procedures in place throughout organisation
  • Reports all departmental accidents and incidents/near misses accurately and in a timely manner.

Any other Reasonable Duties

  • Any other reasonable duties as required by the HR Advisor in order to support a happy, safe and high performing work environment.
  • Meet employee responsibilities in accordance with Appendix 1.


Important Working Relationships


  • HR Hub
  • Executive Team
  • Retail Team
  • Staff across the Northern Hospice Alliance


  • Recruitment Agencies
  • Contractors and Consultants (Physio etc.)
  • ACC
  • Training providers



Person Specification



  • 1-2 years ’experience in a similar role or be a recent HR Graduate
  • If no HR experience, 2-3 years of relevant work experience
  • Strong administration skills
  • High level of attention to detail
  • Excellent IT skills with comprehensive working knowledge of word, excel, power point and outlook
  • Fluent and articulate communicator (both written and verbal)
  • Highly organised, approachable and collaborative working style
  • A valid, clean full driver’s licence
  • Meets the Behaviours as set out in Appendix 1.





Appendix 1

General Responsibilities of an Employee of the Northern Hospice Alliance.

The following responsibilities are shared by all Northern Hospice Alliance staff. Please read this section carefully as it contains important information that applies to your role every day.

General Responsibilities


What’s Expected of You

Professional Standards

  • Maintain any qualifications, including registrations and practising certificates, required for legal and safe practice
  • Keep yourself up to date on knowledge, best practices and legislation relating to your work
  • Make a personal contribution towards effective and efficient working relationships with your team and other NHA Teams
  • Ensure you carry out your work in a way that is customer focused and meets professional standards
  • In conjunction with your manager, identify your own training needs and plan to meet these needs
  • Manage your own time and prioritise your work effectively.


Legislation, Regulations and Organisational Policies

  • Be familiar with and adhere to the provision of:
  • All relevant acts and regulations
  • All organisational policies
  • Relevant procedure manuals.


Health and Safety

  • Carry out work in a healthy and safe manner
  • Encourage and assist others to work in the same way
  • Report and rectify any unsafe workplace conditions/practices
  • Complete an accident report for any accident, injury or near miss which has taken place at work in a timely manner
  • Co-operate with, support and promote health and safety actions and initiatives in the workplace
  • Read and understand the health and safety manual and the emergency plan
  • Keep your knowledge of identified hazards up-to-date.



  • Adhere to the Privacy Act 1993 and the Health Information Privacy Code 1994 and subsequent amendments in regard to the non-disclosure of information
  • Strict confidentiality of patient, applicant and employee information is maintained at all times.



  • Passionate about the cause
  • Energetic and self-motivated
  • Willing to go the extra mile to achieve
  • Thoughtful of other people and take time to put yourself in other people shoes
  • Positive about what we can achieve, high standards and motivate others to achieve
  • Open, flexible and accepting of challenges
  • Respectful: Treat others as you would like to be treated
  • Honest with yourself and with others
  • Resources are used thoughtfully and effectively
  • Behave and work in a responsible and ethical manner that is consistent with your profession
  • Understand that everyone has a voice and therefore you listen, acknowledge and respond appropriately
  • Recognise that each individual brings unique qualities to contribute to the group.