Rosenblatt London, UK
Jul 12, 2018Full time
Main Purpose of Job: To provide administration support to the Company’s HR Manager and the CEO and be responsible for the administrative output of the HR function across the full spectrum of employee-related responsibilities. Detailed Responsibilities: General: Be the HR team’s first point of contact with people from both inside and outside of the business. Fielding telephone calls and general email approaches, receiving enquiries and requests, handling accordingly or passing to the HR Manager where necessary. Recruitment: Maintaining the Company’s recruitment records for active vacancies; compiling Job Descriptions in conjunction with the wider business; briefing/liaising with agencies and managing the on-line placement of any vacancies and negotiating placement fees; arranging interviews (booking rooms etc.) and handling feedback/offer process. Obtaining proof of eligibility to work in the UK from all interviewed candidates (and maintaining accurate records where applicable for monitoring purposes). Handling speculative applications and Work Experience placements; managing the recruitment files in line with GDPR requirements. Graduates: Co-ordinating graduate application process including any online graduate management system the Company opt to use. Co-ordination of assessment weeks and formal assessment day to include seating/supervisor allocation, IT requirements, testing etc. Onboarding/Offboarding: Preparing offer letters and contracts under the supervision of the HR Manager. Ensuring all admin for new starters is conducted in good time before start dates. Collation of new starter packs, IT and telephone set-up (effecting IT New Starter Checklist). Managing Company Induction process including co-ordination of systems training; business card ordering (where applicable), reference process and staff communications. Ensuring completion of HR New Starter process. Producing/issuing of leaver letters. Effecting IT Leavers Checklist. Ensuring completion of HR Leaver Process. Trainees: Co-ordinating seat rotations and mid/end of seat performance reviews for all Training Contracts. Handling PSC course bookings; registering training contracts and managing the admission process (upon completion of Training Contract). Employee Lifecycle: Administering the probation process for all new starters including the production of a reminder system and correspondence with Line Managers. Taking absence calls and notifying affected parties. Following up on sickness absence to ensure self-certification forms are received and saved to EHR files. Working with the HR Manager to provide admin support as required for employees who are taking leave from the company (e.g. maternity, paternity, parental, sick etc.) to ensure the Company’s policies are adhered to. Assist with the Company’s performance management and pension processes as directed. HR Data Management: Ensuring all processes and records are logged on the HR Tracker document. Managing Company attendance process to include completion of Annual Leave and Absence/Appointment Records. HR File Management: Placing all relevant documentation on EHR files (scanning and saving where necessary) and physical files if appropriate. General management and maintenance of HR files to ensure they are as up-to-date as possible at all times. Projects: Managing and undertaking assigned HR project work to timescales as directed. Controls & Compliance Cover (during holiday/absence only/training to be provided): Opening files, carrying out background checks on client documents and uploading to document management system. Key Skills & Attributes: Strong administrative skills with a desire to maintain accurate HR records; Ability to liaise and work with employees at all organisational levels; Strong communication skills both verbal and written with excellent attention to detail; A high level of confidentiality, reliability and honesty; Ability to prioritise and use own initiative within areas of responsibility; Flexible attitude to work and a willingness to meet unexpected deadlines and demands; High level of competency and proficiency across MS Office (Outlook/Excel/Word/PPT etc.); Ability to juggle multiple responsibilities, thrive in a fast paced position and work under pressure; Confidentially is of the utmost importance and you will ensure that the office is kept secure at all times, ensure complete confidentiality on all matters pertaining to the work undertaken on behalf of the HR team, the CEO and other senior executives. Relationships: Directly responsible to the HR Manager. Performance Standards: To professionally and conscientiously fulfil the duties specified, maintaining at all times high standards of professional and personal presentation. To maintain at all times confidentiality on all matters appertaining to the Firm.