HR Administrator

To support the HR team with administration and support. The role is to ensure a consistent high standard of service to clients by building and maintaining good working relationship with them.

Key Responsibilities

General Administration

• Supporting the Managing Director / Director of HR and Operations / Head of HR / HR Consultants / HR Advisors / Outsourced and Administration Payroll Manager as required
• Answering the telephone, filtering calls, taking messages and transfer as appropriate.
• Promptly respond to client telephone and email queries and manage client expectations in order to successfully maintain the client relationship.
• Employee references for all clients - KPI to action reference within 2 days of receipt, first chase after one week, second chase after 2 weeks
• Drafting basic probation invites as instructed
• Provide HR and Payroll administrative support as necessary including; managing holiday records, drafting templates and communications, new starters, medicals, references, leavers, probations, contract variations, spreadsheets and reports for clients, sending links and re-sending portal automation links, change of circumstances, filing hard copy documents, uploading scans to employee documents file online.
• Record and issue e-learning to clients, report to the client on e-learning status at intervals as agreed and chase as necessary. Ensure communication to MD / Accounts for invoicing
• Create monthly HR client reports by 4 th of each month for the HR Team to finalise by 10 th of each month (client deadlines dependent)
• Photocopying, scanning and filing client documentation in a timely manner ensuring documents are named
• Keeping hardcopies of client files in good chronological order and online files up to date.
• Employee file audit - scanning all documents to employee electronic files. Utilising online audit tools as appropriate.
• Diaries and ensure all new starter paperwork is received back including right to work in the UK prior to commencement of employment
• Maintain client specific file audit ensuring documents are legal and compliant with current legislation
• Aid the HR team in preparation of disciplinary / grievance letters, meeting arrangements and note taking if required
• Client training and course administration including maintenance of training records
• Prepare offer letters, contracts, contract variations and any other client letters / communications
• Carry out DBS applications, driving licence checks, right to work in the UK checks and return to work interviews as and where required.
• Maintain client payroll collation ensuring it is kept up to date with new starters, leavers, variations, absences and statutory leave
• Manage leavers and their leaving arrangements including dealing with resignations in a timely manner, remaining holiday balance, return of equipment and conducting exit interviews
• Supporting with projects as required to ensure they are completed on time
• Keep the HR Admin task list up to date

HR Portal

• Data entry and support for the maintenance of the HR database (BreatheHR) including regular data-cleanses as required.
• Manage the set-up of new clients and importing of client data with the support of the BreatheHR champion and other software which the business may use from time to time.
• Carry out training sessions with clients as appropriate in relation to HR software.
• Maintain the HR software for clients including new starters, variations, leavers, and Company documents.
• Diarising start dates for new starters ensuring welcome emails are sent on their first day.

General

• To support CEO, MD and Director of HR and Operations in developing internal processes and documentation.
• Any other duties as reasonably assigned.

Personal Qualities / Skills & Knowledge:

• Organisation, including excellent time management skills, prioritising to ensure meet client and statutory requirements.
• Excellent telephone manner.
• Proactive approach to problems and process development.
• First class IT and communication skills.
• Team orientated.
• Results focused.
• Accurate with an eye for detail.
• Confidence to work across all levels of the business.
• Practically minded: able to roll sleeves up and get stuck in!

Personal Qualities / Skills & Knowledge:

• CIPD qualified or desire to qualify
• GCSE’s with a minimum of grade A-C or equivalent in Maths and English

Special Conditions

To support the geographical spread of our clients, you may be asked to support HR events within the UK with a HR colleague. Additionally, given the vast array of clients and industries, on occasion, there will be a requirement to work outside the core business hours.