HR Administrator
2 days ago
Hours: Full Time, 37.5 hours per week (open to flexible working/4 days a week)
Contract: Permanent
Based: Whitechapel HQ (office based, 1 day remote working possible)
Citizens UK is a people power alliance of diverse local communities working together for the common good.
About the RoleThe HR Administrator role is an excellent opportunity for someone with HR or admin experience, who is interested in starting/progressing an HR career and looking to gain experience in a friendly but busy small HR team.
The role provides a day-to-day HR admin service to employees and HR admin support to the part-time HR team (two HR Business Partners and the Head of People & Development).
Key Responsibilities- Provide high standards of HR admin support to Citizens UK stakeholders.
- Play an important role in introducing new and improving existing HR processes for a better HR service delivery and employee experience.
- Be proactive in supporting the HR team in various streams of work to achieve the HR Business Plan.
- New Starter Onboarding Process: creating documents for HRBP approval (offer letters and contracts), ensuring all starter paperwork is returned, requesting and tracking the return of references, right to work checks, and setting up new starter compliance training.
- Recruitment: becoming an expert user of Applied, our applicant tracking system. Advertising jobs (on Applied and external jobsites), arranging interviews and supporting colleagues with recruitment queries.
- Invoicing and Credit Card Reconciliation: processing invoices on Finance system, Kissflow and the monthly credit card reconciliation for HR transactions.
- Payroll - accurately updating and maintaining ADP, the HR & Payroll database. Supporting HRBPs with payroll queries.
- Regularly updating and auditing other HR data to ensure information is up to date (e.g., pensions data, new starter training, wellbeing data).
- Employment checks: maintaining the DBS list and processing DBS checks for existing and new staff.
- SharePoint: maintaining HR Self Service folder, ensuring documents are up to date.
- Probation: Managing the probation period process
- Minute taking at HR/relevant meetings and sharing with colleagues.
- Supporting the team with ad hoc tasks as required and undertaking any task that may be requested from time to time that may be consistent with the nature and scope of this post.
- Using admin skills and knowledge effectively and be committed to HR related continuous professional development.
- Providing Citizens UK stakeholders with advice on HR admin process.
- Taking proactive steps and be keen to learn processes and develop HR related knowledge.
- Arrange HR Inductions with HRBPs and new joiners.
- Manage HR calendar, ensuring meetings are arranged with HRBPs and Head of People & Development, as requested.
- Preparing contracts/offer/variation/probation letters for team to approve.
- Day to day responsibility for the HR and Recruitment Outlook inboxes, responding to routine queries and forwarding queries to HR colleagues.
- First point of contact for recruitment queries from candidates, forwarding them to the appropriate HR colleague or hiring panel as necessary.
- Understanding, handling, and managing data GDPR compliantly and keeping up to date with new legislation.
- Reporting on potential risks as they emerge to the appropriate colleagues in line with existing procedure.
- Organising and tracking employees' compliance training.
- CIPD Level 3 Qualification (D)
- Previous admin or office-based experience (E)
- Previous HR Experience (D)
- Experience of using HR systems (D)
- Intermediate level IT skills including MS Office and Excel (E)
- Knowledge of GDPR and Data Protection principles (D)
- Keen to build career in HR (D)
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