Administrative Support Specialist

7 days ago

Bordon, Hampshire, United Kingdom James Walker Full time

About James Walker

We are a dynamic global manufacturing organisation supplying a vast range of high-performance fluid sealing products and associated knowledge-based services to virtually every industry sector. With state-of-the-art skills in materials technology, particularly relating to elastomers, polymers, composites, and engineering plastics, plus extensive expertise in precision machining of exotic alloys for metallic seals and tension control fasteners for bolted joints.

The Position

We are seeking an experienced Human Resources Coordinator to provide efficient administration support to our Kea-Flex Mouldings Limited Manufacturing Business Unit. The successful candidate will deliver an excellent service to both internal and external customers.

Key Responsibilities

  • Undertake duties to support the recruitment and selection process, including drafting and displaying internal adverts, working with external agencies, arranging short-listing and interviews, and collating and distributing interview packs.
  • Undertake pre-employment checks, medical questionnaires, and obtain references.
  • Ensure that all offer letters, new starter packs, and contracts of employment are issued accurately and in a timely manner.
  • Create new starter process on Human Resources Capital Management System (HCM), removing duplicate documentation held on other Microsoft applications to become one streamlined system.
  • Record all sickness absence onto HCM system.
  • Ensure all Return to Work (RTW) documentation is completed by the manager, correctly and in a timely manner, incorporating up-to-date absence information and Bradford Scores.
  • Undertake duties to support formal meetings, including ad-hoc requests from the Leadership Tier Team, ensuring the notes taken are a true reflection of the discussion and that they are signed by all participants.
  • Monitor, update, file, and record all training activity, ensuring Legal, Mandatory, and Company-specific training is captured throughout the whole employee lifecycle and kept up-to-date at all times.
  • Ensure the master document library, where it affects HR and Company-specific HR policies (including the Employee Handbook), are kept up-to-date at all times in line with any legislation changes and that the correct documentation is used for HR processes.
  • Be responsible for tracking maternity, paternity, and shared parental leave requests, recording and reporting on family leave, ensuring all requests are in line with Company policies and procedures.
  • Confirm all resignations and leaving dates in writing, arrange and conduct exit interviews, recording relevant data for analysis, and ensure that all Company property is returned.
  • Prepare HR communication and announcements for the Employee notice board, ensuring HR notices are up-to-date and accurate across the site at all times.
  • Ensure filing is kept up-to-date and all data records meet GDPR guidelines. Support the GDPR Champion in issuing guidance to employees on where material should be retained, by whom, how, and for what period of time.
  • Create Absence Report to send to Finance/MD on a weekly basis.
  • Create and provide ad-hoc HR reports supporting the MD of the business.

Experience/Qualifications:

  • Essential:
    • GCSE in English and Maths Grade C and above or equivalent.
    • CIPD Level 3.
    • Strong Administration Skills.
    • Ability to interact effectively and build relationships at all levels.
    • Ability to multi-task and prioritise own workload.
    • Dealing with sensitive and confidential information.
    • Experience of working in a busy office environment.
  • Preferred:
    • CIPD/Level 5.
    • Qualification or working towards this.
    • NVQ Level 3 Business Administration.
    • Previous HR experience and knowledge of HR processes and procedures.
    • Experience of working in a manufacturing environment.
    • Ability to conduct interviews.

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