HR Assistant London, England
Job description
Job purpose:
· Provide HR administration support as a member of the People and Culture team, providing services across the organisation
· Act as the HR systems lead in terms of day-to-day operations, data reporting and analysis.
· Assisting on HR projects, providing support to HR colleagues.
· Providing support to the HR Business Partner on employee relations cases
· Provide administration support in relation to General Data Protection Regulation (GDPR) requests, working with the GDPR Lead and other managers as required.
This position provides a career development opportunity for some-one with strong administration skills and some Human Resources experience and with a Level 3 HR qualification or equivalent experience. The position could also suit a graduate with a Human Resources or Business Degree.
The post holder will be able to manage a high volume of work and be comfortable prioritising their own workload. They will be able to use initiative with generalist HR concerns and issues and will be an effective communicator, self-motivated and reliable.
Duties and responsibilities
Recruitment administration
· Provide recruitment advertising support, including following up with managers to obtain draft job descriptions, checking recruitment advert content in line with recruitment policy, standards and templates, placing and uploading ads, distributing candidate packs.
· Track and process received applications, retaining EDI data separately for monitoring purposes, and providing all applications and standard shortlisting template to short-listers on agreed timescales.
· Provide interview support, including copy editing and sending out confirmation of interview letters and details of any assessment activities, and booking interview facilities (rooms or online). Ensure any disability access requests are highlighted and shared with recruiting manager and senior HR colleagues.
HR Administration
· New starter administration (follow on from recruitment), including copy editing and sending out conditional offer letters, and contracts, using agreed templates, and ensuring references have been obtained.
· Undertaking other pre-employment checks – administration of DBS checks, checking and copying of right to work documentation, and evidence of qualifications.
· In preparation for new starters, provide induction policy and templates to line managers, set up personnel file, and setting up payroll notifications for authorisation by senior HR colleagues.
· Process other staff and terms and conditions changes, including leavers, internal promotions or changes in role, changes in hours, long service entitlements, ensuring records updated, appropriate contract variation or related communications sent, signed and filed.
· Setting up payroll notifications arising from changes above, for authorisation by HR Business Partner.
· Act as a first point of contact for staff and managers to the HR team, providing support and guidance and signposting as required. Refer complex queries on to HR Business Partner and/or Head of People and Culture in line with agreed process of escalation.
· Administration of training courses, including liaising with external providers, ensuring staff are booked onto appropriate courses, attendance is accurately recorded on the HR system, and training evaluation forms and distributed and responses collated.
· Preparation of papers for and attendance at formal hearings to take notes with support from HR Business Partner or Head of People and Culture.
Information and Data Management
· Day to day management of the HR Information System, maintaining and updating employee records accurately, dealing with basic system administration queries as required. Also up-skilling managers and staff to self-serve.
· Identify opportunities to develop and improve use of the HR system for the benefit of the HR Team, managers and the wider organisation and work with the HR Business Partner to implement changes.
· Maintain and update current and historic staff personnel files, ensuring digitalisation of all records and communications, and compliance with data protection and data privacy requirements and statutory archiving requirements. Process any data information requests in line with procedure.
· Maintain all recruitment records, ensuring digitalisation, and compliance with data protection and data protection and data privacy requirements, and in-house policy and procedure for temporary saving and destruction.
· Undertake delegated areas of monitoring and data analysis, including sickness absence records and reporting, staff turnover, EDI data.
· To support in the collation and presentation of information in response to GDPR requests.
· To carry out specific administrative and analytical activities as directed by the Department Head or Director leading the response to the GDPR request.
· Where directed to liaise with the external GDPR advisor on matters of technical and regulatory matters.
Team working
· Work pro-actively with colleagues within HR and across the organisation, supporting the development and creation of a team culture of customer service orientation, quality and professionalism.
· Maintain confidentiality and professional boundaries in respect of working within both an HR environment and an executive environment.
Dimensions
The working pattern set between the postholder and the HR Business Partner . Regular supervision meetings will take place with the HR Business Partner.
Scope and limits of authority
HR data administration responsibility for in line with HR policies and procedures and GDPR requirements. High level of confidentiality and discretion in relation to information handled in both the HR role and the executive support role.
PERSON SPECIFICATION
Knowledge, Qualifications and Experience
Experience of HR administration within a complex environment
Has attained a HR/CIPD level 3 qualification, or equivalent experience
High level of computer literacy, including databases information systems, HR systems and full range of Microsoft office applications.
Knowledge of GDPR and how it relates to HR information
Skills and Abilities
Basic analysis, investigative and problem-solving skills, including basic data analytics
Excellent time management and organisational skills, including ability to deliver deadlines, diary management, and balance conflicting demands
Customer service orientation, and ability to provide support that delivers to business needs
Good interpersonal skills, including ability to work collaboratively and supportively with colleagues within own team and across departments to find common solutions
Ability to provide guidance and support to others in relation to own specialist areas (e.g. HR administration)
Written communication skills, including ability to copy edit, draft simple staff communications and correspondence on behalf of directors
High level of attention to detail
Confident and experienced computer user, including databases, HR systems, Microsoft office applications (word, excel, outlook)
Numerate to level required for HR admin purposes and any HR payroll support, or financial processing support to Directors
Personal Qualities
Has an understanding of Christian Ethos and is able to value people of all faiths or none
High level of discretion, respect and understanding of the requirements of confidentiality within HR and executive support roles
A commitment to providing high-quality services
High level of self-awareness and commitment to own continuous professional and personal development
Commitment to equality, diversity and inclusion (EDI) and understanding of how it applies within this role
Job Type: Full-time
Salary: £26,153.00 per year
Schedule:
- Monday to Friday
Ability to commute/relocate:
- London: reliably commute or plan to relocate before starting work (required)
Experience:
- Human resources: 1 year (required)
Licence/Certification:
- CIPD level 3 (required)
Work Location: In person
