Job Role
HR Administrator
Reporting To
Director of HR and Operations
Job Role
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
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Supporting the Managing Director / Director of HR and Operations / Head of HR / HR Consultants / HR Advisors / Outsourced and Administration Payroll Manager as required
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Answering the telephone, filtering calls, taking messages and transfer as appropriate.
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Promptly respond to client telephone and email queries and manage client expectations in order to successfully maintain the client relationship.
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Employee references for all clients - KPI to action reference within 2 days of receipt, first chase after one week, second chase after 2 weeks
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Drafting basic probation invites as instructed
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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.
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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
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Create monthly HR client reports by 4th of each month for the HR Team to finalise by 10th of each month (client deadlines dependent)
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Photocopying, scanning and filing client documentation in a timely manner ensuring documents are named
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Keeping hardcopies of client files in good chronological order and online files up to date.
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Employee file audit - scanning all documents to employee electronic files. Utilising online audit tools as appropriate.
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Diaries and ensure all new starter paperwork is received back including right to work in the UK prior to commencement of employment
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Maintain client specific file audit ensuring documents are legal and compliant with current legislation
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Aid the HR team in preparation of disciplinary / grievance letters, meeting arrangements and note taking if required
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Client training and course administration including maintenance of training records
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Prepare offer letters, contracts, contract variations and any other client letters / communications
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Carry out DBS applications, driving licence checks, right to work in the UK checks and return to work interviews as and where required.
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Maintain client payroll collation ensuring it is kept up to date with new starters, leavers, variations, absences and statutory leave
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Manage leavers and their leaving arrangements including dealing with resignations in a timely manner, remaining holiday balance, return of equipment and conducting exit interviews
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Supporting with projects as required to ensure they are completed on time
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Keep the HR Admin task list up to date
HR Portal
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Data entry and support for the maintenance of the HR database (BreatheHR) including regular data-cleanses as required.
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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.
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Carry out training sessions with clients as appropriate in relation to HR software.
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Maintain the HR software for clients including new starters, variations, leavers, and Company documents.
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Diarising start dates for new starters ensuring welcome emails are sent on their first day.
General
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To support CEO, MD and Director of HR and Operations in developing internal processes and documentation.
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Any other duties as reasonably assigned.
Personal Qualities / Skills & Knowledge:
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Excellent administrative skills.
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Organisation, including excellent time management skills, prioritising to ensure meet client and statutory requirements.
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Excellent telephone manner.
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Proactive approach to problems and process development.
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First class IT and communication skills.
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Team orientated.
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Results focused.
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Accurate with an eye for detail.
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Confidence to work across all levels of the business.
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Practically minded: able to roll sleeves up and get stuck in!
Personal Qualities / Skills & Knowledge:
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CIPD qualified or desire to qualify
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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.
