HR and Executives Assistant

The HR Assistant will support the Group HR & Support Director and in turn two HR professionals in providing HR support across all business units; building a rapport and trusted working relationships, not only with the business unit directors and managers, but with Ci employees across the business. The relationships built with the senior leadership and the insight into the people elements and workings of each BU, dovetail perfectly into the activities assigned in supporting the CEO and Chairman. This position encompasses a diverse range of responsibilities, with an approximate time split of 65% dedicated to Human Resources functions and 35% focused on Executive Assistant support/ tasks. The successful candidate will balance these areas to effectively support company operations and enhance employee experience. HR activities will include, but not limited to: * Support the HR Advisors by proactively managing elements of the onboarding process for new starters in the business including: liaison with business unit heads/delegates to effectively schedule the Ci Induction program; coordinating diaries and preparing a written Induction schedule for the new employee and their line manager; liaison with the new employee to collate a series of interesting ‘ice breaker’ questions and answers to prepare a company-wide communication about each new starter; management of conduct and performance feedback forms at salient milestones during probation, ie month 1, month 2 and final 3 month probation review. * Weekly review of attendance/absence information company-wide captured via our in-house HR system, including investigation and resolution of gaps or anomalies with the employee or their line manager. Provide feedback weekly to the HR Advisors, and specifically the Group HR & Support Director for Payroll purposes. * Offer support to the Ci front of house Reception team, providing cover as and when required. This may also include support on Office/Facilities/Security related tasks/support on occasions. * Manage the E-Learning portal (iHASCO) for compliance training, including running progress reports, setting up new employees and assigning training modules and monitoring the credit usage on the system. * Maintain electronic and paper filling systems, ensuring accurate and organised documentation. * Management of the Quarterly Staff Briefing; including collation of the PowerPoint slides from contributors and offering support to the CEO, Chairman and any guests, throughout the event. * Handling employee reference requests on behalf of the company. * Coordinating and assisting the administration of company cars and car allowance compliance. * Administration of corporate gym memberships * Administration of the mobile phone provision to employees and the mobile phone contract and monthly billing. * Function as the Staff Engagement lead, proactively driving and overseeing internal communications about Centerprise and charitable initiatives through participation in the company’s charity committee. Executive Support * Complete a broad variety of administrative tasks for the Senior Executives including overseeing an extremely active calendar of appointments; composing and preparing correspondence that is sometimes confidential in nature; arranging occasional travel plans, itineraries, and agendas; compiling expenses claims in line with Group policy and compiling documents for executive meetings; raising POs for Management-related purchases. * Plan, coordinate, and ensure the Senior Executives’ schedules are followed and respected. * Provide a bridge for smooth communication between Senior Executives and Directors/Business Unit Managers across the business. * Work closely and effectively with the Senior Executives to keep them well informed of upcoming commitments and responsibilities, following up, as necessary. * Prioritise conflicting needs; handling matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures. * Meet and greet all the CEO’s and Chairman’s external guests and provide hospitality. * Assist with personal matters and other ad hoc tasks. * Assist the HR & Support Director with the delivery of the business’ senior/key person incentive scheme; documentation, KPI’s, annual appraisals. * Assist the Group Finance Director with the annual Employee Share Option scheme project and dividend work. Board Support and Liaison * Maintain discretion and confidentiality in relationships with all Board members. * Ensure proper support is provided for Quarterly Board and Executive meetings including advance distribution of materials before meetings in electronic/paper format. * Ensure minutes are taken at quarterly Board meetings. * Consult with the Company Secretary to offer support with the collation and distribution of the Quarterly Board Meeting Agenda