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HR Admin Assistant

3 months ago

Kirkcaldy, United Kingdom Search Consultancy Full time

Job Profile
Post Title: HR & Payroll Assistant
Reports to: HR Advisor
Job Family & Level: Admin & Clerical 4 (FC4)
Responsible For: There is no supervisory responsibility
Job Purpose: To assist in the provision of an efficient HR & Payroll administrative support service which will facilitate the delivery of a professional and customer focused HR service to our people
Key Tasks & Responsibilities: Acting as a first point of contact for all managers, employees requiring general HR or Payroll queries
Investigating and escalating payroll queries
Processing Theatre Timesheets and submit to Payroll Bureau
Providing general administrative support for the full range of HR & Payroll processes, activities and documentation
Preparing all HR correspondence in preparation for sign-off by the HR Advisor / Head of HR
Administration of Long Service Awards
Undertaking general duties such as processing of department mail, filing, photocopying, or scanning of documentation
Preparing and maintaining Excel documents
Collating and verifying that all relevant pre-employment checks have been completed in line with the Recruitment & Selection policy
Processing of all new starts and Contract changes within online HR system and submit required supporting documentation to Fife Council Payroll Bureau
Updating staff details throughout the employee lifecycle
Monitoring sickness absence to ensure that it is recorded correctly within the HR database by both Management teams and staff within Self-Service
Assisting in the collation of fit notes for all employees
Providing sickness absence information to managers upon request to assist in the monitoring of short-term absence triggers
Assisting in the audit of the HR database to ensure that all information is accurate and up-to-date
Collating and maintaining electronic staff files
Designing and maintaining appropriate document/file/information storage and retrieval schemes to allow ready access
Performing manual calculations as necessary regarding annual leave and salaries
Other Duties:
The jobholder may be required to perform duties, appropriate to the job, other than those given in the job profile.
The particular duties and responsibilities attached to a job may vary from time to time without changing the overall purpose of the job and would not, therefore, justify reconsidering the grade of the job. Such variations would be reflected in an updated jobprofile.
Experience
- Substantial administrative experience within an office environment
- Ability to work with minimum supervision
- Experience of providing administrative support in an HR environment
- Experience of providing Payroll administrative support within an HR environment
- Experience of working with HR Information Systems CV
- Interview
- Education, Qualifications & Training SCQF Level 8 - SVQ level 4 in Business and Administration or equivalent CIPD certificate level 5
- SVQ or HNC in office-based discipline or equivalent CV
- Interview
- Skills, Abilities & Knowledge
- Excellent verbal and written communication skills
- Excellent organisation and time management skills with demonstrable ability to effectively plan and organise own workload
- Basic knowledge of HR practices e.g. recruitment and selection, absence recording, training and development, employee relations