HR Assistant

3 weeks ago

Leicester, United Kingdom First Recruitment Full time

**Job Title - **HR Assistant **6 months maternity cover**

**Reports to - **HR Manager

**Job Outline - **To provide efficient HR administrative support to the Leicester site.

**Main responsibilities**:
**Attendance**
- Work with shift supervisors to monitor and retain attendance record daily in Leicester and Northampton sites
- Follow up continuous poor attendance staff in all sites and report to responsible agencies
- Upload daily attendance report across all UK sites to HQ’s system (BCT) timely
- Liaise with shift manager in different sites to sort out exceptions and abnormal hours, e.g. missing punch, adding missing hours on system after confirmation from shift manager
- Keep track on staff overtime hours and check against weekly invoice
- Regular communication and meetings with HR manager and HQ in China for BCT report analysis and improvements.

**HR system**
- Work with HQ in China to roll out HR system (Gaia System) and prepare for testing stage
- Implementation, carry out training & on-going support across UK warehouse
- Participate the training sessions carry out from HQ
- Discuss with HQ and HR manager regularly for possible solutions, actively participate training and meeting conducted by HQ in China
- Seek for advice / feedback for the system regularly from supervisors/managers to make further adjustment or improvement
- Enrol fingerprints for new starters into in-house clocking machine on daily basis and make sure staff hours adjust accordingly on their first date
- Maintain accurate records for staff information, working pattern, schedule hours on HR system
- Liaise with on-site recruitment consultant to smooth the process of the new joiners, leavers, and transfer of staff, ensure all data for each staff in-house HR system in line with agency system
- Generate payroll timesheet report from in-house HR system (GAIA) to agencies, make sure the hours are accurate and all overtime hours has been approved by line manager and HR manager before sending out

**Labour cost invoices Management**
- check thoroughly the hours against weekly invoices for each staff and investigate any abnormal or unauthorized OT work hours, reconcile variance after confirming with employee/line manager
- Request agency to revise the invoice amount if found any error or abnormal hours and feedback and report to senior HR manager promptly
- Submit payment request via internal system timely, track the process of the OA process regularly, send reminder to HR manager, Headquarters or Finance Team for approval if required
- Maintain good relations with supplier and agencies, review terms of business and charge rate regularly
- Confirm agency the amount of back payment or credit amount after calculating thoroughly.

**HR reports**
- Assist and support HR manager on various monthly report, such as Monthly labour cost report, Monthly labour cost projection report and Monthly headcount report across all U.K sites and submission on time
- Assist and support HR manager on various weekly report, such as Weekly Recruitment Summary report, Weekly invoice tracker report and invoice summary report and submission on time

**Recruitment & Leavers**
- Assist in the recruitment process and supporting hiring manager to achieve efficient interview experience and results
- Follow up the agencies on CVs and remind agencies on necessary hiring requirement and forward to hiring manager to review promptly
- Assist with all aspects of recruitment and selection, including posting job adverts, undertaking pre-employment paperwork, immigration document checking and completing on-boarding paperwork.
- Writing job descriptions, policies, procedures, HR forms and template letters.
- Co-ordinating and sitting in on interviews with hiring managers.
- Liaise with shift manager and IT department when staff resign to make sure all company’s equipment return and account being deactivated
- Completing exit interviews and analysing data to develop reports to for senior management
- Communicate and analysis with line manager with actual needs for replacement and new hires
- Check with senior HR manager for latest allowed headcount in HQ before recruitment

**General HR matters**
- Take part in Employment relations and engagement
- Keep track on staff training request records to see if these in line with pay rise adjustment for staff
- Advise on organisational change initiatives in line with policy and legal frameworks.
- Contribute to and/or manage strategic HR projects as agreed with Senior HR Manager
- Note-take at investigation and disciplinary hearings, as and when required.
- Supporting HR manager on a wide variety of people related topics and projects
- Any other jobs required by your HR manager.

**Qualifications, Skills, Knowledge & Experience required for role**:
**Essential**
- Experienced in working in Human Resources or Recruitment environment.
- Strong communication skills in both verbal and written.
- Up to date working knowledge of employment la

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