HR Administrator

EXHEAT Ltd is a world leader in the design and manufacture of electric process heaters and associated Control Systems for the Oil, Gas and Petrochemical industries worldwide.

We are looking for an organised, proactive and detail-oriented HR & Administration Officer to provide comprehensive support across HR and office administration.

The role will involve supporting the employee lifecycle, including recruitment, onboarding, employee records management, payroll preparation, attendance monitoring and employee enquiries. You will also coordinate training, inductions, travel and company events, maintain accurate documentation, and ensure compliance with data protection legislation and company procedures.

In addition, you will support the smooth day-to-day running of the office, including reception duties and general administration. The successful candidate will have excellent organisational and communication skills, a high level of accuracy, discretion when handling confidential information, and the ability to manage a varied workload effectively.

Duties & Responsibilities

HR Administration & Employee Records

• Maintain accurate and up-to-date personnel records, including starters, leavers, employee reviews, benefits and other employee information.
• Prepare and maintain employment documentation, including contracts and new starter paperwork.
• Prepare payroll information relating to starters, leavers, annual leave, sickness absence and other adjustments.
• Prepare annual review documentation and maintain records of recommendations.
• Coordinate the collection and maintenance of employee documentation, including vehicle licence checks and Display Screen Equipment (DSE) forms.
• Maintain and update the Admin & Personnel section of SharePoint, ensuring information is accurate and accessible to authorised personnel.

Recruitment & Onboarding

• Administer recruitment activities, including advertising vacancies, logging and screening applications, and forwarding suitable candidates to the relevant Manager.
• Arrange interviews, obtain references, verify candidates’ right to work in the UK and notify unsuccessful applicants.
• Prepare new starter documentation and ensure employee records are completed and maintained.
• Coordinate and conduct employee inductions, liaising with the HSE Manager to cover relevant health, safety and environmental (HSE) requirements, company policies and procedures.

Attendance & Absence Management

• Review weekly attendance sheets and update employee records to reflect annual leave, sickness and other absences.
• Ensure attendance and absence information is accurately recorded and communicated to relevant personnel for HR and payroll purposes.

HR Support & Employee Enquiries

• Respond professionally to employee and personnel-related enquiries, providing accurate and timely information.
• Provide general HR assistance and support to employees and Managers as required.
• Maintain confidentiality, professionalism and integrity when handling sensitive employee information.

Data Protection & Compliance

• Ensure personal data is collected, processed, stored, retained and deleted in accordance with applicable data protection legislation and company procedures.
• Handle employee records securely and ensure confidential information is accessible only to authorised individuals.

Training, Travel & Events

• Arrange employee training and maintain relevant training records and documentation.
• Organise travel and accommodation arrangements for employees and business requirements.
• Coordinate company events as required.