HR OFFICER

This is a full-time position based at our Southampton office.

Reporting to the Head of HR, the HR Officer will support the HR team across a range of core functions including recruitment, HR record maintenance, administrative coordination, and employee engagement initiatives. The role will also provide ad hoc support to Facilities, assisting with the day-to-day running of the office.

The Role

We are looking for a proactive and well-organised HR Officer to support core HR functions in our Southampton office. This role involves assisting with recruitment, maintaining HR records, coordinating administrative tasks, and supporting employee engagement initiatives. Additionally, this position will provide ad hoc support to Facilities supporting the daily office operations. The ideal candidate will thrive in a fast-paced environment, possess strong communication and multitasking skills, and report to the Head of HR with accountability to the Executive Assistant relating to the office operations tasks.

HR Responsibilities

• Serve as the primary HR point of contact in Southampton, handling employee enquiries directly where appropriate and referring more complex matters to relevant HR team members as needed.
• Assist with end-to-end recruitment processes, including posting job advertisements, scheduling interviews, managing candidate communications and onboarding new employees.
• Maintain the recruitment tracker and review CVs and applications to shortlist suitable candidates.
• Assist in organising recruitment events and liaising with recruitment agencies, where necessary.
• Ensure a positive candidate experience throughout the recruitment process. Maintain accurate HR records and employee files and ensure compliance with data protection regulations.
• Obtain employment references for new joiners as part of the pre-employment screening process.
• Responsible for conducting the HR induction for new employees based in Southampton, including preparing welcome packs and conducting right to work checks.
• Monitor and update the HR Information System with employee changes and absences.
• Monitor the HR support mailbox, assign emails to the appropriate team members, and handle any requests or queries promptly.
• Generate monthly reports on upcoming probation reviews, medical records, sickness absence and contract expiry dates to support timely HR actions and compliance.
• Update the private medical insurance (PMI) provider with details of new joiners and leavers to ensure accurate and timely coverage management
• Contribute to HR projects aimed at improving workplace culture and processes.
• Ensure compliance with employment laws and regulations.
• Prepare reports related to recruitment metrics, employee turnover, and other HR related data.
• Coordinate work experience placements, including issuing agreements and liaising with schools and universities to ensure a smooth onboarding process.
• Record and prepare minutes for HR meetings as required.

Office Responsibilities (ad hoc support)

• Maintaining office supplies (to include office equipment, stationary, milk deliveries, kitchen supplies and toiletries), equipment, and facilities.
• Coordinate office maintenance and repairs as needed.
• Ensure the office environment is clean, organised
• Maintaining office policies and procedures to improve efficiency.
• Coordination and organise meetings, conferences, events, and any necessary travel arrangements for staff (e.g. taxi’s).
• Management of meeting room bookings, liaising with all relevant parties to confirm any requirements (e.g. lunch or refreshments) and meeting room preparation.
• Greet and assist visitors in a professional and welcoming manner, to include delivery of HSE presentation.
• Manage incoming calls, directing them to the appropriate individuals and taking messages when necessary.
• Distribute post and courier packages and manage outgoing post or courier packages (e.g. DHL or Royal Mail).
• Assist with reconciliation of the company credit cards (EC/Board) for submission to the finance department.
• Monitor the facilities mailbox for Southampton, dealing with any requests or queries.
• Maintain organised filing systems and manage company records.
• Responsible for conducting the weekly safety walk and rectify any issues including emergency lights, first aid kits, fire extinguishers signage etc.
• Prepare reports, presentations, and other documents as required.
• Organise company events, meetings, and conferences.
• Perform other related duties as assigned.

Qualifications and skills

• Previous experience in a HR capacity, required
• Previous experience in a recruitment capacity, desirable
• To hold a CIPD Level 3 or higher Foundation qualification (or equivalent), desirable or working towards obtaining this qualification
• Previous experience with HRIS systems, such as PeopleHR or Access, is desirable.
• Strong organisational and multitasking skills with the ability to prioritise effectively.
• Excellent interpersonal and communication skills, both written and verbal.
• Proficiency in using HR systems and Microsoft Office Suite.
• Ability to work independently and as part of a team, with a proactive approach.
• Knowledge of employment law and recruitment best practices.
• Committed to preserving confidentiality while acting with discretion.
• First Aid, Mental Health First Aid, and / or Fire Warden trained will be an advantage
• IOSH Managing Safely trained, desired
• Experience in the maritime or security industry will be an advantage

Terms and Conditions

• Salary: £28,000 – £31,000 per annum commensurate with experience
• Working hours: 08:30am to 17:30pm, Monday to Friday

The Job Description for this post will be subject to routine review and revision in order to meet the developmental requirements of the company. The post holder may be required to undertake additional appropriate duties as directed and required.

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