hr administrator London, England
Job description
Administrator Job Description
Reports to Director
1. Staff
Recruitment: (Training to be provided) – As an admin assistant you will source candidates, create a recruitment line up, conduct interviews virtual and in person, and carry out all safer recruitment checks such as references, DBS checks, Rights to Work checks etc. All data to be entered into a HR tracker on an excel spreadsheet.
Staff Files: These should be organized and kept in the office filing cabinet/electronic copies on your laptop. Each staff file should include all References, employment docs, ID, Training, completed DBS check, and offer letters and contracts etc. Once recruitment checks are complete this needs to be passed onto management.
Staff Details: All staff details should be recorded on an Excel spreadsheet. This includes Name, Address, DBS number, salary, start date, probation due date and end date. If a staff member has left company, write the date that they stopped working. Archive folder.
Training: To source relevant training for current and future staff as requested by Admin managers and Directors.
Documents: Create templates for documents to use on a daily basis. Send out and keep track of staff offer letters, contracts, new employee documentation. Sourcing training, dealing with house bills, debts and letters ect.
2. Communication
Correspond with staff: This involves answering the phone and regularly checking emails.
Answer the phone in a polite professional manner. Ask the person over the phone their name and why they are calling. Try and address what they are asking for. If not, direct them to whoever can.
Remember that you are representing Care 2 Care. When there are appointments or interviews, greet the person, be polite, show them where the office is, offer them tea or coffee.
Regularly respond to emails and texts. All emails should have a signature at the bottom. If communicating with someone who has never heard of company before, display the CARE 2 CARE logo at the bottom of the email.
3. Organising Information
Record information: Appointments, Interviews, Invoice dates and other events in the black diary. All of this information must be written in a diary and/or on the monthly calendar which is kept on the wall in the office and/or online in email.
Check the mail: Scan important documents to Director and Admin Managers.
Letters or bills need to be kept in the mail folder in the office.
Clean the office, make sure it is tidy and presentable.
4. Other tasks
- Send spreadsheets out weekly to Admin managers so they are continuously up to date.
- Report to the Directors and admin to which they will delegate tasks daily.
- Order anything that the Director and/or the Children’s home's need in terms of stationary, paper, ink, furniture etc as per requested.
- Coordinate office activities and operations to secure efficiency and compliance to company policies
- Supervise administrative staff and divide responsibilities to ensure performance
- Manage agendas/travel arrangements/appointments etc. for the upper management
- Manage phone calls and correspondence (e-mail, letters, packages etc.)
- Support budgeting and bookkeeping procedures
- Create and update records and databases with personnel, financial and other data
- Track stocks of office supplies and place orders when necessary
- Submit timely reports and prepare presentations/proposals as assigned
- Assist colleagues whenever necessary
- You may have to help write up new policies, letters, or job descriptions as per requested.
- Complete other tasks set by Directors and Admin. This may include corresponding with local authorities and providing them with information that they have asked for.
- Any other reasonable tasks requested. You will be remotely supported by a team of great staff. This job would suit anyone from someone who is experienced in admin to someone who is just looking for a career change.
Job Types: Full-time, Permanent
Salary: £12.50 per hour
Benefits:
- Company pension
Schedule:
- Monday to Friday
Work Location: In person
Reference ID: admin
