HR Administrative Assistant

2 weeks ago

Great Stukeley, Cambridgeshire, United Kingdom Genesis Technology Services Full time
HR and Facilities Administrator Job Description

We are seeking a highly organized and detail-oriented individual to join our company as an HR and Facilities Administrator. The successful candidate will be responsible for a wide range of HR and administrative tasks, supporting the HR team and ensuring smooth operations within the organization.

Key Responsibilities:
  1. Act as the first point of contact for all internal enquiries relating to HR, providing advice on terms and conditions of employment and employment policies.
  2. Support managers and employees with a wide range of queries, including providing advice on HR administration and employment policies.
  3. Provide HR administration support, including processing and onboarding starters, conducting background checks, preparing offer letters, welcome packs, producing employment contracts, processing contractual changes, and providing employment references.
  4. Create, maintain, and correct all employee data, records, and documents held locally and within the HR information system.
  5. Demonstrate accuracy and tenacity in ensuring all processes are followed, appropriate authorization levels have been received and documented, and that all documentation received meets company policy and legal requirements to ensure full compliance.
  6. Be the first point of contact for queries relating to the HR information system, troubleshooting possible system or access issues by effectively utilizing guides and own experience to resolve queries, escalating to the Head of HR where required.
  7. Assist the wider HR function with any other administrative needs.
  8. Manage all family leave documentation and processes.
  9. Work with hiring managers and support the rest of the HR team to coordinate the end-to-end recruitment cycle, ensuring vacancies are advertised effectively using appropriate job boards and liaising with agencies.
  10. Assist the Recruitment Specialist with preparing regular reports on recruitment activities, including status updates, cost analysis, and recommendations.
  11. Create and distribute guidelines and FAQ documents about company policies.
  12. Create regular reports and presentations on HR metrics.
  13. Participate in HR projects, including organizing townhall and other company events.
  14. Support HR initiatives and projects, such as employee engagement programs, diversity and inclusion efforts, and wellness programs.
  15. Manage office supplies, stationery inventory, and food orders, ensuring smooth operations.
  16. Maintain a log of employees and visitors entering and exiting the premises, ensuring security and safety protocols are followed.
  17. Assist in tracking and maintaining records of employee visas and work permits, ensuring compliance with immigration regulations.
  18. Monitor and track public liability insurance coverage for contractors, ensuring compliance with contractual requirements.
  19. Assist in the management of company vehicles, including coordinating maintenance, insurance, and ensuring compliance with relevant policies.
  20. Assist in booking accommodations for employees, clients, or guests when required.
  21. Ensure office standards are maintained by effectively managing the cleaning provider.
Requirements:
  • Punctual, reliable, and excellent communication skills for in-person, email, and telephone calls.
  • Previous experience supporting a HR function.
  • Strong Microsoft Office skills, particularly Excel.

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