About the job

Job summary

The Government Actuary’s Department employees just over 200 staff, based in Canary Wharf and Edinburgh. Our goal is to integrate analytical and actuarial techniques into the business of government to achieve better outcomes for decision-makers and the public.

This is a trainee role, where you will be expected to carry out administrative tasks, out on time, to a high standard, whilst undertaking a level 3 CIPD apprenticeship.

About the Team

This is a newly structured team, so it’s an exciting time for us at the Government Actuaries Department right now, and it’s a great time to be joining us, with many new projects in the pipeline. 

Our team have a growth mind-set, and a strong team focused work ethic - we work together and take great pride in what we do. Never afraid to think differently, and to develop new and bold ways to provide our services, we also provide healthy challenge and encourage each other to achieve the best outcomes. So, if these are all qualities that you see in yourself, then we would welcome you joining the team.

You can find out more about GAD, our work, the open positions, and our assessment process in the following recruitment pack and YouTube video:

• GAD Actuary Recruitment Pack - July 2023 (publishing.service.gov.uk)
• Actuaries in government - YouTube

Job description

Role purpose

The main purpose of the role will be to support the administration of the HR function while also gaining new knowledge, skills and behaviours to help you achieve the following qualifications:

• HR support apprenticeship
• Chartered Institute of Personal Development level 3 foundation certificate in HR practice

Act as the first point of contact for all HR system, Payroll queries and resolve basic requests. Escalating more complex issues to senior members of the HR team as appropriate.

To deliver excellent customer service whilst maintaining services for all users of HR system.

To undertake data entry and administration duties on behalf of the wider team as required.

About you

You are both passionate with some knowledge about HR, able to demonstrate, why you wish to apply for this trainee role. We expect you to prioritise customer service to ensure colleagues are responded to quickly and effectively.

You will be a team player, always willing to provide support to colleagues and work slightly outside of your comfort zone in order to grow.

Person specification

Working across different aspects of the HR function providing a rich breadth of experience, and will include many of the following areas:

Administration

• Ensure that HR administrative tasks are carried out on time, to a high standard, including issuing new contracts, starters, leavers, contract amendments, processing employee pay and benefits changes, processing probation reviews and processing invoices etc.
• Respond to all HR correspondents in a timely manner including, responding to emails, queries, and reference requests, overseeing the HR team email inbox, escalating more complex queries, and employee relations issues to the appropriate HR colleague. Raise Purchase Orders as required.
• Assist the team with the organisation and co-ordination of meetings/interviews, booking rooms and listing visitors as required.
• Draft letters for members of the team, mainly using standard templates, and send out in line with the information classification and handling policy.
• Prepare salary adjustments and changes, setting up starters and leavers, notification of absence duration and type (sickness, maternity, paternity etc), for Payroll processing within set deadlines

Recruitment

• Provide first level professional advice within the recruitment and onboarding context.
• Provide administrative support including processing job vacancies - organising and maintaining files for recruitment audits, ensuring all documentation is in strict order to achieve 100% compliance
• Organise interviews, prepare recruitment forms, interview schedules, interview packs, etc.
• Undertake relevant pre-employment checks including right to work checks, vetting & references.
• Assist and participate in the interview process as requested.

Onboarding

• Oversee the paperwork for new starters, working closely with the Payroll and Systems Manager to ensure inputs are done in a timely fashion.
• Ensure new joiners are set up to start work, including arranging inductions, IT equipment, lockers, staff passes, etc.

HR database, records and reporting

• Amend records on the HR database, including running reports from the system and exporting them into Excel as required.
• Assist in completion of audit compliance returns and related work. Provide management information to assist in reviews and reports
• Manage filling system (electronic and on SharePoint) in order that HR records are up to date.
• Assist with the archiving and destruction of documents in accordance with the document retention schedule and GDPR (General Data Protection Regulation) requirements.

System Management:

• Utilise HR systems to run structure reports, provide case management updates, maintain staff records online particularly sickness records.
• Develop standard and ad hoc reports, templates, dashboards, scorecards, and metrics for different areas of HR.

Benefits

Alongside your salary of £26,346, Government Actuary's Department contributes £7,113 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

Things you need to know

Selection process details

This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours, Strengths and Technical skills.

Expected Timeline
Advert closes: Sunday 11 February 2024 (23.55)
Sift: Expected to take place w/c 12 February 2024
Panel interview: TBC
Interviews will be held in person in our Canary Wharf Office.

The recruitment process consists of one interview before the final decision is made. If required, a further second interview may be conducted.

Please apply via our recruitment portal below.

As part of the application form process, please submit your CV and supporting statement. Please do not email your CV outside of this process as it will not be accepted.

Shortlisting criteria is based on the Person Specification as set out in the Assessment Criteria section of the Job Description. Please ensure you provide examples of how you meet the Assessment Criteria; a strong application will also demonstrate that you meet the required criteria that are identified as key for this role. Applications will be shortlisted in line with the essential criteria for the role. Behaviours will be assessed at interview stage. Candidates who are successful at shortlist will be contacted as soon as possible and advised of the interview process and assessment (exact times and dates will also be confirmed).

A reserve list will be held for a period of 12 months from which further appointments can be made.

Feedback will only be provided if you attend an interview or assessment.

Security

Successful candidates must undergo a criminal record check. People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Nationality requirements

This job is broadly open to the following groups:

• UK nationals
• nationals of the Republic of Ireland
• nationals of Commonwealth countries who have the right to work in the UK
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)
• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)
• individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020
• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Further information on nationality requirements (opens in a new window)

Working for the Civil Service

The Civil Service Code (opens in a new window) sets out the standards of behaviour expected of civil servants.

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles (opens in a new window). The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.