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Personnel Administration Specialist

3 months ago

Ipswich, Suffolk, United Kingdom Birketts Full time

Objective of the Role

We are seeking a dedicated HR Administrator to join our welcoming team on a full-time, permanent basis. In this role, you will provide essential administrative support to the HR department, ensuring smooth operations within the organization.

Key Responsibilities

The ideal candidate will assist the HR team with various administrative tasks and query management related to the daily functions of the HR department, including:

Onboarding New Employees

  • Prepare employment contracts.
  • Manage the onboarding process, ensuring all necessary documentation is collected, updating electronic HR records, facilitating a positive candidate experience, coordinating a 'buddy' system, and sending welcome communications.
  • Conduct employment verification checks, including references and right to work, ensuring compliance with established standards.

HR System Management

  • Generate reports for leave management and handle holiday requests.
  • Record employee absences and ensure completion of necessary documentation.
  • Produce ad-hoc reports as needed.

Offboarding Employees

  • Support HR Officers in processing leaver information promptly.
  • Address all employer reference inquiries.

Early Careers Administration

  • Prepare contractual documents for interns, apprentices, and trainee solicitors.
  • Assist the early careers team with administrative tasks related to recruitment, onboarding, and team transitions.
  • Help coordinate logistics for career fairs, interviews, and trainee events.

Recruitment Support

  • Aid Talent Acquisition Managers in managing the complete hiring process for junior positions as needed, including application processing, candidate screening, and interview scheduling.
  • When necessary, assist in sourcing candidates through various channels, including job boards and recruitment agencies.

General Administrative Duties

  • Maintain and organize electronic employee records and archive as appropriate.
  • Provide administrative assistance on HR projects as required.
  • Oversee the administration of employee benefits, including parking, eye care, gym memberships, and travel loans.
  • Draft scheduled and ad-hoc correspondence, such as probation confirmations and award letters.
  • Contribute to process improvements within the HR function.

Required Skills

  • Proven experience in delivering a customer-focused administrative service.
  • Excellent interpersonal skills with the ability to engage positively with stakeholders at all levels.
  • Capability to work efficiently in a fast-paced environment while maintaining attention to detail.
  • Strong written and verbal communication skills, with the ability to manage multiple tasks and meet deadlines.
  • Effective planning and organizational skills with a proactive approach to workload management.
  • Proficient in IT applications.

Commitment to Equality

We are dedicated to hiring individuals based on their qualifications and experience, ensuring fair treatment for all applicants regardless of their background or protected characteristics.

Employee Benefits

Joining our team comes with a competitive salary and a comprehensive benefits package, including:

  • 25 days of annual leave plus public holidays, increasing with service.
  • Long Service holiday award.
  • Private Healthcare coverage after probation.
  • Pension scheme with employer contributions.
  • Life Assurance and Permanent Health Insurance.
  • Paid ESG (Environmental, Social and Governance) day.
  • Enhanced parental leave policies.
  • Flexible gym membership options.
  • Electric vehicle scheme.
  • Supportive workplace culture focused on diversity and inclusion.