Human Resources Assistant in Kingston upon Thames

One Air is a British all-cargo airline on a journey.

We have recently introduced two new Boeing 777F, alongside our launch aircraft, the iconic Boeing 747-400.

We are in the business of serving the demand for Cargo in a friendly, responsible, and sustainable way.

Our aim is to ensure future success by motivating and supporting our great team of people to deliver a quality service to our customers and other stakeholders.

We aim to provide an enjoyable working environment for everyone with all of us living by our Values.

We regard our people as our greatest asset and seek to be a supportive and forward-thinking employer.

Role Purpose

The role holder will provide first-class HR and recruitment administration support to One Air employees, managers, candidates and pending joiners.

The role will support the delivery of efficient, accurate and compliant people processes across the employee lifecycle, including recruitment coordination, onboarding, background screening and vetting, right to work checks, HR system administration, employee file management, probation administration, offboarding, absence recording, benefits administration and general HR process support.

The role holder will ensure processes are monitored, followed accurately and delivered on time, while providing responsive support through the HR and Recruitment mailboxes.

Key Accountabilities & Responsibilities of the role

• Responsible for providing first-class administrative support to employees, managers, candidates and pending joiners, ensuring a professional and customer-focused service.
• Coordinate the onboarding process for new employees, ensuring all required documentation, communications and pre-employment steps are completed accurately and on time.
• Administer background screening and vetting processes, tracking progress, following up on outstanding information and escalating issues where appropriate.
• Complete and record right to work checks in line with UK requirements, monitoring right to work expiry dates and ensuring follow-up action is taken in advance of expiry.
• Manage HR system administration for joiners, leavers and movers, ensuring employee records are created, updated and maintained accurately.
• Organise, maintain and audit employee files, ensuring documentation is complete, handled confidentially, appropriately stored or erased in accordance with GDPR.
• Support offboarding processes for leavers, including administration, system updates, documentation and coordination of relevant actions.
• Support core HR processes, including probation management, absence recording, employee record management and benefits administration.
• Administer the probation process, including tracking review dates, preparing and collating paperwork, issuing reminders and maintaining accurate records.
• Support the Recruitment Manager in delivering an efficient and effective recruitment process in line with best practice and UK legislation.
• Coordinate interviews, manage candidate communications and support the smooth progression of candidates through the recruitment process.
• Maintain accurate records within HR and recruitment systems, ensuring information is up to date, complete and handled confidentially.
• Monitor, prioritise and respond to initial queries received through the HR and Recruitment mailboxes where appropriate, escalating more complex matters to the relevant person.
• Ensure HR and recruitment processes are followed accurately, monitored effectively and completed within required timescales.
• Support the development and continuous improvement of HR processes, templates and administration practices.
• Assist with general administration and reporting activities that support the wider HR and recruitment function such as scanning and filing of documents, note taking at meetings or interviews and other reasonable tasks as required.
• Contribute to a positive employee and candidate experience by providing timely, accurate and helpful communication throughout each process.

Key skills, Knowledge & Experience required

• Educated to GCSE level with grades A to C / 9-4 or equivalent.
• Previous experience in an HR Administrative or support role (c2 years preferred)
• Experience and knowledge of HR Systems would be preferred
• Must have excellent organisation skills and attention to detail while working with a large amount of data
• Ability to handle and work with confidential data and maintain confidentiality
• Excellent customer service and interpersonal skills, able to build strong relationships
• Excellent high level of IT skills and ability to use different IT software and systems, including Microsoft Word, Power Point and Excel
• Proven excellent all-round communication particularly written English and confidence to communicate proactively with candidates, employees and managers
• A team player who is customer focused and has a 'can do' attitude
• Ability to work on own initiative
• Flexible approach to work, able to work in a changing environment
• Naturally Inquisitive with a desire to work in HR within Aviation
• Integrity and confidentiality is essential

One Air Values underlined by our Behaviours

Any additional relevant information

The role is based in the office Monday to Thursday with the option to work from home on Friday and the post holder may be required to occasionally work from a different location within the UK.

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