HR Assistant

2 weeks ago

Manchester, United Kingdom Hempsons Full time

**The Team**

The HR team is responsible for the full range of HR services to the firm (c. 200 staff) including, recruitment and resourcing, learning and development, reward and benefits, employee engagement and employee relations.

The HR team consists of a Head of HR in London, two HR Managers (HRMs) in each of the Harrogate and Manchester offices, a Talent Acquisition Manager and Emerging Talent Advisor in Manchester. The post-holder will report directly to the HR Manager in the Manchester office.

**What can you expect?**

As a HR Assistant you will work closely with our HRMs and support them in taking ownership of the HR services the team provides. The post-holder will be expected to execute their duties in accordance with the policies and procedures as directed from time to time. The post holder will ensure that confidentiality and compliance is adhered to at all times, e.g. within GDPR, ISO 27001 etc.

More specifically duties will include, although not limited to, the following:
- **Learning & Development**
- Coordinate annual compulsory refresher training sessions e.g. Anti-Money Laundering and Information Security.
- Maintain accurate training attendance records for audit purposes.

**Absence Management**
- Ensure sickness absence records on the HR database (PeopleHR) are accurate and up to date.
- Be the first point of contact to deal with holiday and sickness absence queries.
- Monitor sickness absences and produce monthly reports to the HR team identifying patterns and areas of concern.
- Assist the HR team in arranging Occupational Health referrals, liaising with employee and providers as appropriate.

**Employee Process and Procedures**
- Undertake the complete new starter process; issuing offer letters, contracts and starter packs, RTW checks, DBS checks and starter notification forms.
- Coordinate firmwide induction training for new starters.
- Coordinate the probation review process for all new starters.
- Undertake the leaver process; issuing acknowledgement of resignations and leaver letters; ensuring the return of the firm’s assets.
- Ensure all relevant departments are informed of all new starters, movers and leavers.
- Collate and circulate the movers and shakers report on a monthly basis.
- Create and maintain digital staff files.

**HR Database Administration**
- Ensure PeopleHR is up to date with movers, leavers and new starters.
- Prepare monthly and ad-hoc reports for the Management Board.
- Update holiday entitlement, i.e. carry over, pro-rated entitlements etc.

**Recruitment**
- Assist the Talent Acquisition Manager and Early Careers Advisor on all recruitment matters where required.
- Create and advertise vacancies on the firm’s Applicant Tracking System (ATS) (once recruitment business cases are approved), intranet and website as directed by the Talent Acquisition Manager.
- Daily checking of recruitment ATS, shortlisting and forwarding on CVs to the relevant Hiring Leads as directed by the Talent Acquisition Manager.
- Assist with interview arrangements, room bookings etc as directed by the Talent Acquisition Manager.

**General Administration**
- Process invoices i.e., coding and presenting for signature to Head of HR.
- Assist the Head of HR with annual budget preparation.
- Process routine mortgage and employment references, season ticket loans etc.
- On-going updating of HR database including salary, pension, maternity leave, name, address and job title changes etc.
- Assist with reviews and renewals e.g. performance reviews, salary review, practising certificates, life assurance and private health insurance renewals etc as directed by Head of HR.
- Process firm benefit requests, e.g. joining private health, cycle to work schemes etc.
- Filing and retrieval of files to/from remote storage as appropriate.
- Assist with pension filing and administration.
- Order eye care vouchers when requested on the portal.
- Produce analytical reports using PeopleHR and Excel on a regular basis, as directed by Head of HR.

**And such other duties as may reasonably be required from time to time.**

**Person specification**:

- A personable, highly organised individual who thrives in a fast-paced environment.
- Highly IT literate with strong systems skills.
- You will have excellent attention to detail and be able to juggle competing priorities while remaining calm under pressure, balancing reactive urgent tasks with ongoing projects.
- With excellent communication skills, both written and verbal, you will be comfortable working with colleagues from across the business.
- Knowledge and experience of PeopleHR would be advantageous.
- Must have excellent Excel skills.
- Due to confidential and sensitive data held within HR, compliance with GDPR and ISO 27001 is required at all times.

**What can we offer you?**

Our benefits package is designed to enable all colleagues to thrive in an inclusive and supportive environment. These benefits range from private health insurance, life assuran

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