HR Assistant
Salary: £24,636 - £26,640
Contract type: Permanent
Reporting to: HR Advisor
Department: Finance Resources and Planning
Who are we?
We are Scotland’s design museum. Designed for everyone, firing imaginations and sparking curiosity in design across Scotland and around the world. At V&A Dundee we are on a mission to inspire and empower through design.
Design shapes our world, it's part of everyday life and it's everywhere. We are a museum with energy and have a vision of the future where everyone is inspired through design and recognizes its far-reaching impact in our lives.
We are a welcoming place for people of Dundee to explore design and to use as an everyday part of their city, as well as inviting visitors from around the world. We are part of the V&A family of museums that celebrate creativity in all its forms from across centuries, for everyone.
We are seeking a dedicated and detail-oriented HR Assistant to join our growing team and support V&A Dundee’s Human Resources team and the Museum Director’s PA. The HR Assistant will provide administrative support to the HR team, ensuring smooth and efficient operations. This role involves a variety of tasks related to employee record keeping, recruitment and HR policy implementation.
The role will also provide support to the Museum Director’s PA with tasks such as planning meeting schedules, arranging and preparation for meetings, keeping records and contacts up to date, liaising with guests, minute taking/issuing and diary management as support and cover for the Personal Executive Assistant and Office Manager as and when required. The role will be split 80% HR and Director’s PA 20% except during leave cover.
Human Resources
Assist with the implementation of HR policies, procedures and guidelines ensuring they are understood and observed throughout the organisation.
Facilitate recruitment activities, ensuring legal compliance, consistency and fairness. This includes ensuring immigration and PVG/Disclosure checks are carried out where necessary.
Assist with on-boarding and off boarding processes for staff, volunteers and freelancers.
Provide information to staff and managers on terms and conditions of service e.g. annual leave entitlement, notice period, etc.
Oversee employee file maintenance and record keeping in line with GDPR.
Assist with and contribute to projects as specified by the Finance Resource and Planning Team.
Assist staff from other teams as required and any other duties which may be reasonably requested by the Finance Resource and Planning Team.
Assist the HR Advisor with the drafting of contracts, contract variations and the updating of the HR system. Prepare correspondence as necessary.
Liaise with external payroll provider on a regular basis to ensure the correct information is transferred with relation to the monthly payroll.
Monitoring the Recruitment and HR mailboxes and responding as appropriate.
Supporting the HR Advisor and Head of HR where appropriate.
Personal Assistant
Support the workload of the Director’s PA by assessing the importance and urgency of requests and responding to all in a timely manner.
Assist with aspects of a busy and constantly changing Director's schedule, including organising internal and external meetings, arranging locations, coordinating invitations, setting up conferencing facilities, equipment and refreshments.
Assist with governance cycles by preparing and circulating papers, taking minutes and collating actions when required.
Support the Director in liaising and cultivating relationships with donors, lenders, designers, artists and wider supporters, working closely with colleagues across museum departments to this end.
Manage sending of invitations, maintaining data and recording responses for museum events.
Supporting the management of office spaces, including planning, improving and delivering effective office functionality.
Keeping track of office supplies and requirements. Liaise with suppliers and facilities management to ensure office is well maintained and presented.
Support in making travel arrangements and developing itineraries for Director, Executive Team and Board when required.
Provide cover for the PA and Office Manager or additional assistance during busy periods.
Finance Resouce and Planning Team Structure
This is a visual representation of roles and reporting lines and doesn't reflect employee grades.
Essential
Administrative experience working within an HR environment
A working knowledge of HR processes
Excellent written and verbal communication skills
Able to demonstrate professionalism and a strong customer service approach
Confidential and discrete, with the ability to handle sensitive and personal information appropriately
Highly organised and motivated with an ability to work both on own initiative and as a team player contributing expertise
Excellent prioritisation and time management skills coupled with an ability to work under pressure and to tight deadlines
Experience in the use of Microsoft Office (Work, Excel, PowerPoint) and an understanding of databases and their usage
Excellent attention to detail and accurate
Flexibility in dealing with multiple and varying duties and performing well under pressure
Positive, team-oriented attitude
A genuine interest – and desire to work in – a cultural organisation
Desirable
Ideally CIPD qualified or working towards qualification
Good Knowledge of Employment Law
Experience using HR Software
Deadline for applications: no later than 17.00, 22 April 2025. Interviews will take place on 02 and 06 May 2025.
This is a full-time position, working 37.5 hours per week working in a hybrid flexible environment with a mixture of home working and working from our museum in Dundee. We offer a generous package including 38 days holiday, pension scheme, company sick pay, entry to V&A Dundee paid exhibitions and many more discounts and benefits.
We are an equal opportunity employer and encourage applications from everyone and do not discriminate on the basis of race, religion, gender, sexual orientation, age, marital status, disability or any other protected characteristics.
V&A Dundee is aware that working more flexibly is a central element of attracting and retaining disabled people in the labour market. We encourage you to apply if you define yourself as disabled under the Equality Act 2010 (including deaf or neurodivergent).
If you require any adjustments during the recruitment process, such as receiving the interview questions in advance or documents in an alternative format, please let us know via the email below.
If you have any issues with your application, please email: hr@vandadundee.org