Administrative Specialist

2 days ago


Darlington, Darlington, United Kingdom G4S Business Unit:US Youth Services Full time

G4S Business Unit:US Youth Services is currently seeking a highly skilled Administrative Specialist to join our HR Shared Services team in Stockton-on-Tees. As a key member of the team, you will play a vital role in ensuring compliance with transactional activity, maintaining an accurate, efficient, and consistent administrative function.

The ideal candidate will have strong administration skills, previous experience working in a customer service environment, and a good understanding of GDPR in practice. This role involves working within strict SLAs, interacting with external stakeholders, and providing exceptional written and verbal communication skills to deal with employees and managers.

We offer a competitive salary of £30,000 per annum, depending on experience. Key responsibilities include managing the HR Shared Services mailbox, supporting central mailboxes, and completing all transactions submitted via the HCM worklist.

Additionally, you will be responsible for managing the TUPE in process, creating and distributing employee contracts, and arranging payments for the refer a friend scheme. If you have the right skills and qualifications, please apply for this exciting opportunity to join our dynamic team.

Key Responsibilities/Accountabilities:

  • Effective Management & work allocation from the HR Shared Services mailbox, ensuring a prompt and accurate response is provided within 3 working days
  • Taking instructions from HR Coordinators where needed on activities which require support
  • Supporting of central mailboxes, responding to inquiries and issues raised by management and administration employees, ensuring an appropriate and suitable solution to the issue raised within allocated SLA timeframes, escalating to the appropriate manager or HRBP if required
  • Complete all transactions submitted via the HCM worklist, this is inclusive of changes to working hours, transfers and salary increases
  • Manage the TUPE in process, including the builds of employees and distribution of data and provide licensing data for TUPE out employee liability information
  • Responsible for all employees, lite user, and contingent worker builds both from Taleo and directly into HCM
  • Creating and distributing employee contracts and contractual change letters both for new starters and changes to current employees
  • Supporting the wider Employee Services team with day-to-day transactional activity, inbox maintenance and phone queries and acting as first line support and point of escalation
  • Responsible for reporting on Employee Services metrics, as well as prepping licensing renewal reports, maintaining the LDN register and Taleo interface errors. Running the SIA watchlist and handling cases of suspended and revoked licences, including scheduling blocks within HCM
  • Working closely with key stakeholders in the Republic of Ireland to manage the PSA licence renewals
  • Arranging payments for the refer a friend scheme, ensuring these are costed correctly in HCM and other adhoc payments relating to training and onboarding
  • Representing the Employee Services team with wider business and external clients during audits, management meetings and training sessions

Skills and Knowledge:

  • Strong administration skills, previously gained in a fast paced environment
  • Previous experience working in a customer service/service focused environment
  • Exceptional Eye for detail and accuracy with a double check mentality
  • Excellent written & verbal communication skills, dealing with employees and managers
  • A good understanding of GDPR in practice

Desirable:

  • Previous experience in working in a HR Shared service
  • Knowledge of the security industry, SIA and other licensing authorities
  • Proficient in use of Google Suite

Key Performance Indicators:

  • Integrity and accuracy of the data recorded and provided to the wider business
  • Issuing of contractual documentation with little/no error
  • Onboarding of candidates processed without undue delay or error
  • Query resolutions within agreed SLAs


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