HR Administration Assistant

4 weeks ago

City of London, United Kingdom Centre People Full time

**HR Administration Assistant (Ref: CC44820)**

A leading worldwide developer, publisher, and distributor of interactive entertainment for game consoles, PCs, handheld and wireless devices is looking for an HR & Office Assistant.

This role will support the European HR Manager with day-to-day management of the office administration and HR related tasks.

TYPE: Permanent, full-time

WORKING HOURS: Monday to Friday (hybrid working

START: ASAP

LOCATION: West London

**Salary**: up to £30k

**Main Responsibilities**
- HR Administration:_
- Provide administrative and organisational support to the European HR Manager.
- Responsible for processing and filing of HR related documentation (both hardcopies and on HR software). Ensuring files and records are kept up to date and in line with GDPR requirements.
- Supporting with contractual documentation requirements. Keeping track of HR related documentation.
- Being the first port of call for employees that have an HR query.
- Supporting with the on-boarding process.
- Monitoring and updating the absence system.
- Processing benefit requests and compiling benefit reports for monthly payroll runs. This involves liaising with benefit providers, accurate data tracking, invoice verification and ensuring any discrepancies are resolved in a timely manner.
- Conducting research and compiling data where required. This can require collating and preparing data for reports submitted to Senior Managers.
- Assisting with ad hoc HR-related projects.
- Reliably covering for other HR team members on any incoming queries as needed due to sickness or holiday.
- Office Administration:_
- Perform clerical duties, including but not limited to: Sorting and distributing incoming mail.
- Greeting visitors and vendors as needed.
- Arranging meetings by reserving rooms and/or scheduling MS Teams/Zoom meetings.
- Taking meeting minutes and writing up meeting notes.
- Maintaining office stationery and kitchen stock levels and placing orders when needed.
- Creating, editing, and updating spreadsheets to support the team with accounting-related duties. This will involve maintaining accurate records to help verify invoices received match orders placed, and being able to highlight any discrepancies.
- Monitoring and coordinating Health & Safety requirements for the workplace.
- Helping organise and maintain office common areas, and monitoring cleanliness liaising with office cleaning contractors when needed.
- Resolving office-related issues and responding to requests.
- Assisting with business and travel insurance renewals.
- Coordinating events such as our summer & Christmas parties as necessary.
- Compliance:

- Assisting with HR related J-SOX and GDPR compliance requirements.
- Administrative assistance and support for UK, French, and German entities, as and when required, in order to ensure HR compliance within J-SOX standards for annual company policy reviews and processes.
- Must be able to maintain absolute confidentiality at all times regarding sensitive HR information.
- Professional in outlook.
- Ability to work across job levels and cultures.
- Strives to understand the employee context, and acts to promote good working relationships.
- Willing to meet internal and external customer expectations.
- Approachable disposition, eager to help colleagues.
- Interest in HR or organisational psychology preferred, a desire to learn essential.
- Previous experience in HR or Office Management advantageous.
- Strong PC skills and proficiency with spreadsheets such as MS Excel are essential.
- Good working knowledge of MS Word, PowerPoint, and Outlook.
- A critical thinker, with demonstrable problem-solving skills.
- Able to work on multiple, simultaneous tasks and to work to tight deadlines.
- Proactive and can-do approach essential.
- Detail orientated, organised and passionate about delivering consistently high levels of service.
- Able to facilitate and support changing business needs.
- Keen attention to detail and process.
- Ability to take ownership of tasks and to report back on progress.
- Job Specific Competencies:

- Ability to work with others across all levels and divisions of the organisation.
- Of a collaborative nature, able to provide a supportive and helpful approach.
- Communication
- Effectively elicits information through objective and active listening.
- Excellent verbal and written communication skills, able to communicate clearly.
- An effective communicator with a diplomatic approach, capable of liaising with staff at all levels.
- Self-aware and able to use empathy and social skills to thoughtfully respond to sensitive issues brought forward by colleagues.
- Able to plan and manage time and priorities, setting appropriate timelines, and coordinating tasks for self and with others.

**All applicants must have the right to work in the UK as the Company is not able to offer visa support.

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