Human Resources Assistant

Our client is a leading not-for-profit standards organisation that helps businesses uniquely identify, capture and share trusted data across global supply chains. They are currently seeking an HR Assistant to provide comprehensive day-to-day HR administration support, working closely with the HR Advisor and Head of HR. This role is key to ensuring the smooth running of HR operations while delivering an exceptional service to colleagues across the organisation.

PART TIME - 3 day a week

Key responsibilities:

• First point of contact for all HR queries, both in person and through managing the HR inbox
• Compose HR letters and contracts including changes to terms and conditions, starter offer letters and contracts, salary sacrifice agreements and leaving letters
• Manage necessary administration relating to the HR systems such as updating starters, leavers and reporting lines and ensure HR records are accurate and compliant with GDPR and data protection laws
• Ensure all payroll and pension preparations are processed within monthly deadlines with 100% accuracy. This includes completing the monthly pension file submission using the company’s pension portal
• Become competent in processing payroll and assist with payroll tasks
• Review and update recruitment processes and facilitate the full recruitment life cycle from reviewing and maintaining job descriptions, agreeing terms of the role, sourcing, shortlisting and screening CV’s, scheduling and sitting on interviews when required, etc
• Review and maintain our preferred suppliers/recruitment agencies, negotiating terms and rates and keep a record of terms and conditions
• Review and manage onboarding process for new joiners including reference checks, and coordinating the induction of new employees, seeking ways to improve the new joiner experience
• Conduct leaver administration including removing employees from IT and benefits systems and conducting exit interviews
• Manage the probationary period, ensuring managers conduct midpoint reviews and referring to the HR advisor when necessary
• Coordinate training sessions and workshops, maintain training records, and monitor completion of mandatory training to support employee development and organisational compliance
• Keep abreast of general HR trends, maintaining an understanding of relevant employment law legislation, policies and procedures and best practice
• Actively participate in the improvement of HR processes and practices and assist the HR team with projects such as implementation of a new HRIS
• Act as a first point of contact for HR queries, providing guidance on HR policies and procedures, supporting managers and employees with administrative requests, and escalating complex matters to HR Advisors or Managers where appropriate.
• Assist with ER matters when required, such as sitting in formal meetings and taking minutes.
• Support managers with long-term and short-term sickness cases, including providing advice on how to manage sickness and referring staff to occupational health as and when required
• Set up, manage and cancel all employee benefits as necessary and maintain strong relationships with benefit providers. Support the renewal process along with the HR advisor
• Participate and represent the HR team in working groups/charity meetings as necessary
• Production of regular and ad hoc HR analytics
• Ensure HR records are accurate and compliant with GDPR and data protection laws
• Carry out other ad hoc duties as requested by the HR advisor

Background and experience

• Proven experience working within an HR environment, in a generalist role with a good understanding of HR processes and procedures
• Preferably an HR qualification of Level 3 Certificate or above or equivalent knowledge/HR experience
• Good understanding of employment law and HR best practice
• Experience in managing the full employee and recruitment lifecycle for multiple campaigns and successfully recruiting quality employees
• Ideally some experience and understanding of processing payroll
• Experience of working in a fast-paced environment and ability to multitask and meet deadlines
• Strong sense of integrity and ability to manage sensitive situations with confidence
• Excellent initiative, proactively seeking to improve organisation of the team and processes
• Strong PC skills: Microsoft Office suite (Word, Excel, PowerPoint)
• Excellent organisation and administration skills
• Strong numeracy skills and a high level of attention to detail
• Excellent verbal and written communication
• Ability to maintain confidential information in a professional manner

Personal strengths and style

• Engaging and able to build good working relationships with the management team and wider employees
• Able to remain calm and friendly while under pressure during busy periods
• Uses initiative and works in a proactive manner