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Administrative Assistant

7 months ago

Leamington Spa, United Kingdom Life 2009 Full time

**About Life**:
Life's a national pregnancy and maternal support charity that helps over 60,000 people a year. Through our services, we help people - whoever they are - to meet pregnancy or pregnancy loss with courage and dignity so they can flourish.

Our services include 
- Supported housing and community support 
- Counselling and skilled listening 
- Free pregnancy tests and baby supplies 

**Main Purposes of the Job**:
Reporting to the Director of Central Services, the post holder provide administrative support at a senior level. They are responsible for managing and overseeing the administrative tasks associated with a variety of operational activities and compliance areas including health and safety, safeguarding and HR.

The Senior Administrator has responsibility and ownership of office organisation and associated functions including everything from receiving and processing post, to preparing contractual documents, to procuring stationery.

**Responsibilities**
- To act as a first point of contact for all HR matters to all employees/volunteers
- To work with the Director of Central Services in developing human resources administrative and database systems. - To provide support/advice to managers and staff on all matters relating to Human Resources policies and procedures, required standards and legal obligations.
- To be the primary contact for queries on our HR system (Staff Circle) and assist in driving implementation
- To provide an effective Human Resources administration service relating to the employment lifecycle.
- To co-ordinate HR recruitment systems including DBS checks
- To ensure accurate HR records on all employees
- To provide HR reports as and when required
- To assist the Director of Central Services in providing a comprehensive HR administration service.

**Key achievement areas**:
**Recruitment & Selection**:
2) Ensure that all recruitment administration is completed in a timely manner in conjunction with the appropriate line manager

3) Ensure that all necessary employment checks including DBS checks, Right to Work, and References are completed.

**Payroll**

1) Responsible for the co-ordination of the monthly payroll process ensuring that all payroll instructions are prepared and logged in time for the monthly payroll run and submitted to the Director of Central Services for example; contractual variations, new starters, leavers, etc

2) Responsible for updating HR system and keeping staff information current

3) Responsible for dealing with all salary queries from all staff and line managers

4) Sending out of salary review and salary increase letters to all staff as and when advised

**Pension**

1) To enrol all new starters to Life’s pension scheme in line with current processes

2) Manage and collate all pension information for staff

3) To ensure Life is working in line with legislation as set out with the Works and Pension guidelines.

**Human Resources**

1) Efficiently coordinate the recruitment and selection process for staff and volunteers. Supporting inductions, onboarding and offboarding, preparation of contractual paperwork, setting up of working spaces, DBS clearance, Right to work and references, appraisals and performance management administration as appropriate.

2) Facilitate induction meetings with new employees and Line Manager’s to ensure they are aware of their responsibility in the induction process.

4) Ensure all new employees have the appropriate IT tools to enable them work within the organisation.

5) Administer and monitor the probation process ensuring Line Managers know when review meetings need to take place.

6) Ensure resignations are acknowledged in a timely manner, the Line Manager is aware of the process and any outstanding annual leave is calculated in accordance with the employee’s terms and conditions.

7) Ensure exit interviews are conducted for all staff

8)Responsibility for HR administration and ensuring the HR database, paper and digital records are kept up to date and are GDPR compliant.

9)To act as the first point of contact for all employees for HR matters.

10)Responsibility for HR administration and ensuring the HR database, paper and digital records are kept up to date and are GDPR compliant.

**Employee Welfare and Wellbeing**

1) Oversee and manage all aspect of maternity, paternity, adoption, parental and unpaid leave and oversee re-integration on return from leave ensuring all necessary paperwork is completed and Heads of Department are kept fully updated

2) Having a through understand of HR law in particularly relating to contracts, terms and conditions, discrimination, maternity/paternity, dismissal processes, grievances etc.

3) Dismissal, grievance and redundancy issues - assist with these processes as required and manage the administration.

**Learning and Development**

1) Ensure all new staff are set up on Life’s online training platform, IHasco and all mandatory courses are allocated accordingly. 2