HR Administrator

Overall Purpose

As the HR Administrator you will be responsible for supporting and assisting HR activities within the organisation. You will play a contributory role in supporting the HR Team in developing and building the HR department. You will provide an efficient administrative support, and a professional customer-focused service to the Company as a whole and to external stakeholders where applicable. This role involves managing sensitive and confidential matters and protecting the security of information, data and files.

Duties and Responsibilities

Create and maintain a sound working relationship with colleagues, the management/operations team and across the Company as a whole.

Liaising with other departments as and when needed.

Working with the HR team to advise on the Company’s HR policies and procedures and providing guidance where necessary.

Support the HR team in developing the HR Department within the organisation

Responding to various queries from managers and employees, and from other agencies or teams/departments.

Using data collected through various tools to contribute to the success of the organisation and people objectives.

General Administration

Assist with all internal and external HR related inquiries or requests in Outlook or Bamboo.

When necessary assist with payroll, training and recruitment admin and ad hoc HR projects.

Updating the St James HR self-service system with Head Office absences.

Archiving of files where required.

Administration of the leaver’s process from acknowledging resignation(s), working out deductions, and enclosing the exit interview form.

Onboarding new employees to BambooHR, ensuring compliance with all necessary documentation signed correctly.

Updating Payroll with leaver details, updating the St James HR self-service system with the leavers date.

Confirm RTW in the UK for all new starters.

Any other duties as deemed necessary to support the building of HR Department within the business.

Employee Relations (ER)

Minute taking for lower level ER meetings for example investigation meetings, grievance hearings, client removal meetings etc where needed to by the Company. Assisting where needed with any relevant paperwork/administration and if needed attending meetings.

Assisting with any necessary administration such as salary increase letters / discretionary bonus letters.

Recruitment and Selection

Use our third party vetting provider to ensure new employees are vetted to the appropriate level.

Prepare Head Office and Operational conditional job offer letters, contracts of employment and variations to Contracts of Employment (updating contract of employment issuing tracker).

Reviewing Medical Questionnaires and informing the necessary parties.

Supporting Recruitment Advisor with screening and collating candidates with open roles when required.

Payroll

Adding new starter documents to SharePoint and to payroll spreadsheet.

Chasing missing bank details in readiness for payroll processing.

Uploading Pension Enrolment letters to individuals Bamboo portals.

Emailing leavers their P45 and final payslips.

Uploading payslips monthly to individuals Bamboo portals .

Recording all sickness to be deducted from payroll.

Record all approved salary changes.

Right to Work and DBS (CRB) Checks

Monitor and action employee’s Visa/Work Permits on a regular basis using the applicable HR tracker.

Carrying out Home Office checks where applicable.

Statistical Information

Ethnicity and diversity statistics as the organisation grows.

Carrying out Exit interview interviews (where applicable) and compiling data analysis to support retention strategies.

Maintaining statistical information including accuracy of information. Providing HR stats for monthly operations meetings and quarterly leadership meetings for the People and Culture Manager to present.

Employment Law

Good knowledge of the Equality Act 2010, Employment Rights Act 1996 and other Acts that are relevant to the role and industry.

Seeking advice from the People and Culture Manager and HR Advisor on employment legislation and queries.

HR Competencies (Skills)

Strong administration and co-ordination skills

General employment law knowledge

Demonstrable experience in recruitment

Experience of dealing with senior and sometimes challenging individuals

Decision-making, processes and outcomes

Influencing and negotiating skills

Organisational and planning

Effective problem-solving skills and analytical skills

Strong communication skills, both written and verbal

Teamwork, motivation and self-development

Experience/Knowledge

Intermediate Microsoft Office knowledge: Word, Excel, PowerPoint, Email – essential

Previous exposure to a high pressure environment - essential

Knowledge of BS7858 security standards (recruitment, vetting) – desirable

Previous operational experience – desirable

Previous minute taking experience – desirable

Personal Attributes

The ability to work accurately, with attention to detail

Personally credible and a role model

Excellent interpersonal and customer-facing skills

A high level of confidentiality/discretion

Tact and diplomacy

The ability to work on own initiative and as part of a team (Collaborative)

Flexibility with regard to working hours

Able to work under pressure and to tight deadlines

Ability to multitask and the courage to challenge