Hr Assistant

Purpose

• To assist the HR Shared Services Manager in providing a comprehensive HR administration service.
• To act as a first point of contact for all customers to the HR Team.
• To provide an effective HR administration service relating to the employment lifecycle.
• To coordinate HR recruitment systems including DBS.
• To ensure accurate HR records on all employees.

Specific Responsibilities:

Onboarding and Induction

• Handle the onboarding process from start to finish, with completing contracts, and obtaining references.
• Ensure that the HR service undertakes all necessary employment checks including DBS checks and right to work, qualifications and medical checks.
• Coordinate the delivery of the Company induction training programme for new starters and update presentation where applicable.
• Handle the probation process ensuring Managers know when the review meetings need to take place.

Payroll

• Ensure that all payroll instructions are prepared and logged in time for the monthly payroll run, via payroll notifications, and/or Schedule of Changes Spreadsheet, this includes, contractual variations, new starters, leavers, contractual benefits, and employee benefits.
• Provide sickness report that confirms paid and unpaid sickness for the monthly payroll run.

HR Database and Reporting

• Ensure that iTrent accurately reflects current staff conditions and details. This includes inputting starters and leavers, contractual amendments, change of details, annual leave and recording of absences and other leave.
• Provide appropriate reports from iTrent for the purpose of auditing and monitoring employee data.

Advice and Guidance

• Respond to general queries from managers and employees, signposting them to the appropriate policies and procedures.
• Assist in formal meetings, such as employee disciplinaries and grievances undertaking note taking as required.

Leaver Administration

• Ensure resignations are acknowledged in a timely manner, the Line Manager is aware of the process and any outstanding annual leave is calculated in accordance with the employee's terms and conditions.
• Ensure exit interviews are conducted for all employees either face to face or electronically.

Employee Benefits

• Administer, promote, and track usage of the Company's employee benefit schemes.

Other Administrative Duties

• Carry out general administration tasks for HR Department, for example, sorting post, telephone answering, devising standard Human Resources documents and letters and manage the HR inbox.
• Responding to any reference requests for current or ex-employees, liaising with the HR Advisor or HR Business Partner where necessary.
• Ensure that all correspondence and documents created are saved correctly on the HR Drive in a logical and structured fashion, in a timely manner.
• Undertake vehicle insurance and health insurance checks as required.
• Maintain and update the Process notes for all HR administration duties.
• Ensure that all aspects of data protection and confidentiality are maintained at all times.
• Identify any improvements that will allow us to undertake administration in more efficient and timely fashion in the future.
• Any other duties as required.

Criteria

• Excellent verbal, written, and numeracy skills, with the ability to work accurately, with attention to detail.
• Excellent organisational skills including ability to manage time and prioritise effectively.
• Strong IT skills, skilled in using Microsoft Word and Excel packages and experience in working with iTrent.
• Able to work independently and on own initiative as well as part of a team within specified guidelines or processes.
• Excellent interpersonal skills and able to deal with colleagues and customers at all levels.
• Able to work appropriately with confidential and sensitive information.