Responsibilities:

HR Administration:

• Ensure that both manual and electronic personnel records are set up and maintained accurately and consistently.
• Manage employee personnel data and ensure that all changes are documented, accurate and updated in the HR System.
• Maintain records in the HR System for annual leave, sickness absence and all other types of leave.
• Develop HR Systems; gather and input data and maintain accurate and up to date relevant HR records.
• Support all HR System users, investigating and responding to any queries / issues.
• Automate processes within the HR System, where possible.
• Respond to general HR queries from both managers and employees.
• Respond to reference requests.
• Produce and submit weekly time sheets for agency workers.
• Prepare weekly / monthly and ad hoc reports relating to HR activities, such as; turnover, headcount and absence for the HR Department, the Board Of Directors and managers, as required.
• Attend meetings and take minutes, as required.
• Arrange the setup of and issue access fobs. Maintain an accurate record of all access fobs issued.
• Issue branded items. Maintain an accurate record of all branded items issued.
• Monitor stock levels of branded items and re-order, as required.
• Ensure that all communication and information systems are kept up to date with relevant HR information.
• Preparation and distribution of letters regarding the Company Pension Scheme, as required by the Group Finance Director.
• Process invoices for payment, as required.
• Ensure that the Company Organisation Charts are maintained in line with ISO requirements.
• Ensure that all HR filing is kept up to date.
• Co-ordinate the transition to an electronic filing system and eliminate paper-based records as far as possible.
• Provide occasional cover on the Main Reception, as required.

Recruitment:

• As appropriate, advertise job vacancies internally, on the Careers Page on the Company’s website and on relevant job boards.
• Liaise with recruitment agencies in relation to advertising job vacancies, CV submissions and providing feedback.
• Respond to all speculative applications and pass CVs on for further consideration.
• Provide support with direct recruitment, including; advertising job vacancies, engaging with direct candidates to discuss vacancies and providing feedback to successful and unsuccessful candidates.
• Log all applications within the Company’s Applicant Tracking System.
• Ensure all recruitment administration is completed in a timely manner.
• Schedule interviews as required.

New Starters & Leavers:

• Update the HR System with new starter information.
• Inform the business about new starters.
• Organise all new starter welcome packs and induction plans.
• Conduct individual HR inductions for all new starters.
• Request employment references.
• Schedule and chase up probationary reviews.
• Remove / archive leavers in the HR System.
• Ensure that all of the relevant departments are notified of new starters and leavers. (Finance, IT and H&S).

Health & Safety:

• Issue DSE Risk Assessment Forms as required.
• Process the administration for and co-ordinate the Vision Screening Process.
• Process the administration for and co-ordinate the First Aider Training.
• Ensure that all communication and information systems are kept up to date with relevant H&S information.
• Comply with the Company H&S procedures and legislation at all times.
• Identify any hazards, make safe and report as per the Company H&S procedures.

About You: 

Experience

• Previous experience in an administrative HR position.

• Previous experience of using HR Systems.

• Previous experience of using Applicant Tracking Systems.

Skills

• Excellent organisational and administrative skills.
• High level of accuracy and attention to detail.
• Excellent communication and interpersonal skills, with the ability to communicate with employees at all levels.
• Good time management skills, with the ability to prioritise workload and meet deadlines.
• IT literate, with a good working knowledge of MS Office.
• Strong ability to use own initiative.