HR & Office Administrator (Uk)

3 days ago

Maidstone, United Kingdom GMO GlobalSign Full time

**About GMO GlobalSign**

**Summary of the role**

**Purpose**:To provide high quality and timely HR administration for the full employee life cycle from recruitment to termination. And to provide high quality and timely Office administration.

**Department**:HR & Office Management

**Reporting into**: BE HR & Office Manager

**Location**:Maidstone, United Kingdom

**Nature of employment**: Permanent

**Contractual hours**: 37.5 hours per week

**Reports**: This role does not have people management responsibilities.

**Travel**: Occasional

**Flexible working**: We are hybrid working and would consider remote working with occasional office visits or other flexible working arrangements as long as you permanently reside in England.

**Equal opportunities, diversity and inclusion**:We are an equal opportunities employer committed to diversity and inclusion and have a zero-tolerance approach towards bullying and harassment.

**Background checks**:Due to the trusted nature of our business, you will be required to undertake identity and background checks, including criminal record checks and qualifications, and periodic reviews of trustworthiness. You will also be required to immediately inform your line manager of any changes in your circumstances relevant to these checks.

**Main job responsibilities and accountabilities**

HR
- Recruitment_
- Administration of job vacancies on applicant tracking system and job boards.
- Place job vacancies with recruitment agencies on the approved supplier list as instructed.
- Arrange with Marketing Team to advertise job vacancies on LinkedIn and with Web Team to advertise on the Company website, and to remove when job vacancy closes.
- Work in liaison with the UK HR to ensure legal compliance in the recruitment process, e.g. job descriptions, job advertisements, testing, interviews, reasonable adjustments (disability) and right to work checks.
- Onboarding_
- Assign onboarding checklists (via Confluence) for new hires in a timely manner.
- Ensure background checks are completed, including right to work, criminal record checks, employment references and, where necessary, on qualifications.
- Arrange HR induction between new employee and the BE HR & Office Manager.
- Add new starters to company benefits (e.g. hospitalisation insurance, group insurance) as required.
- Absence management_
- Check that required sickness absences documentation has been uploaded to the HRIS (Officient) by employees.
- In addition to sickness absence, assist where required with the admin of other forms of absence.
- Assist Belgium employees with general knowledge of NV HR legislation and practices including leave entitlements.
- Performance Appraisals_
- Check appraisal documentation is uploaded to the HRIS following appraisals in January and July of each year.
- Check HRIS is updated with employee objectives.
- Termination_
- Create and assign staff termination checklists via Confluence in a timely manner.
- Arrange exit interviews between exiting employee and BE HR & Office Manager.
- Payroll_
- Add required new starter and leaver documentation to the HRIS (Officient) for the relevant month.
- Assist Belgium HR & Payroll Manager with monthly payroll processing.
- Issue final payslips and statutory forms to leavers in a timely manner (on or before final salary payment date).
- Complete quarterly RSZ and Group Insurance reporting.
- Order vouchers e.g. eco, sport and culture, Cadeau.
- Databases and systems_
- Create and maintain electronic employee records in our secure and encrypted systems ensuring accuracy and completeness.

Office Administration
- Health & Safety_
- Ensure Health & Safety compliance in the office.
- Perform basic office Health and Safety training/induction for new hires.
- Arranging equipment servicing/repair/replacement.
- Manage the cleaning of the office.
- Endure physical security compliance in the office.
- Admin_
- Post opening & distribution
- Forwarding incoming supplier invoices to UK team and also translate when required
- Filing & Archiving
- Ensure that Confidentiality of personal staff details is maintained to the highest levels
- Assist with GDPR process as and when required
- Making payments for travel arrangements/administering an online travel booking system should one be implemented
- Manage mobile phone account
- Procurement - ordering office equipment & supplies, check incoming deliveries/paperwork
- Ad-hoc duties as required

General
- Assist with HR and H&S projects as required.
- Adhere to all checking and approval processes to ensure quality and compliance.
- Ad-hoc translation duties as required (Dutch/English) for HR, Health & Safety and Office Administration.
- Keep up to date with employment and health and safety laws.
- Responsibility for complying with company policies and procedures, including but not limited to information security and acceptable use, and for undertaking mandatory in-house company training as required.
- Undertake other job respo

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