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HR Administrator

1 month ago

London, Greater London, United Kingdom Steamship Insurance Management Services Ltd Full time

Job Title: HR Administrator

Job Summary:

We are seeking an experienced HR Administrator to join our team at Steamship Insurance Management Services Ltd. The successful candidate will be responsible for providing administrative support to the HR Manager and ensuring the smooth operation of our HR functions.

Key Responsibilities:

  • HR Administration:
  • To act as a first point of contact for all enquires to the Human Resources department.
  • Answer calls within the team, taking messages and where possible dealing with queries.
  • To be the primary contact and systems administrator for the HR database. To be able to handle all access, password, and basic user training.
  • Input and update information is recorded on the HR System and other data sources. Ensure accurate HR records on all employees are maintained and regularly updated.
  • To be responsible for ensuring all documents on the HR System, and Personnel files are filed promptly and accurately indexed for electronic referencing.
  • Ensure the HR Database accurately reflects current staff conditions and details. This includes inputting starters and leavers, contractual amendments, change of details and family leave.
  • Ensure staff records are well maintained and that periodic tidying up of records is undertaken.
  • Provide appropriate reports from the HR database for the purpose appraisals and monitoring employee training. Update and manage organisational charts.

Onboarding:

  • Ensure the process is clearly explained and documented for all starters and leavers.
  • Activate new starters and ensure they are communicated to Staff Changes.
  • Issue new starter letters and contracts
  • Monitor probation periods and send out appropriate form and end of probation letters.
  • Handle maternity letters and produce flexible working request paperwork.
  • Update and monitor staff authorisation levels
  • Book new starters onto induction programme and assist with HR induction.
  • Be proactive in onboarding process for all new starters with welcome phone calls, pre-join instructions and new starter packs.
  • Review and assist the HR manager to finalise the induction process, this will involve co-ordinating videos and compiling audio scripts for presenters; Produce the induction.presentations and slides identifying key learning points.
  • Responsible for booking new starter mingle twice a year.

Learning & Development:

  • Arranging seminars, booking rooms, inviting staff, monitoring attendance, producing certificates of attendance for personnel files, updating "staff to attend" list following promotions, new staff etc.
  • Co-ordinate future IT training i.e. act on requests for training, arrange courses and evaluate once training is completed.
  • Co-ordinate management and leadership cohorts booking in courses and mentoring sessions.
  • Co-ordinate Compliance training and maintain records for all staff.
  • Arrange and maintain appraisal training for all staff.
  • Responsible for maintaining up to date training records for first aiders.
  • Update Learn upon with content and enrol users.
  • Arrange topical seminars such as well-being, health, ESG and D&I
  • Update the Training module on IRIS HR
  • Update IRIS HR for CPD requirement. Ensure all Underwriters and SMCR staff complete relevant CPY by 30 September each year.
  • Responsible for maintaining training equipment and stationery.

Requirements:

Person Specification

  • Must have previous HR administration experience.
  • Sound knowledge of general IT systems and applications, Word, Excel, and PowerPoint.
  • Proficient with formatting documents and putting together presentations.
  • Previous L&D experience desirable
  • Good eye for detail and accuracy, organised and methodical.
  • Thorough attention to detail
  • Good People skills and communication style
  • Team Player
  • Eligibility to work in the UK.

Benefits:

  • We will offer you a generous employers contribution to the Steamship Group Pension Fund and give you peace of mind with life insurance, Group Income Protection and private medical and dental cover. Additionally there is flexible working to help you achieve work-life balance, when you need it the most
  • We offer hybrid working with 3 days in the office and 2 days at home
  • We offer a programme of wellbeing activities throughout the year, trained on-site mental health champions and a health subsidy to create an environment that supports everyone's mental and physical health
  • Offers a range of services such as counselling, information, and support across a wide range of issues such as personal and work related concerns, legal, financial advice and health. The EAP service is confidential, available 24/7 and run by an independent provider

Company Values:

Mutuality - ensuring fairness amongst Club Members

Integrity - upholding high ethical, legal, and regulatory standards

Safety and Sustainability - contributing to safety of life at sea and the preservation of the environment

Transparency - building strong relationships based on trust and open communication

Excellence - enabling our people to realise their full potential as team members, industry experts, leaders, and managers

Collaborative - embracing flexibility, diversity, and inclusivity

**Steamship Insurance Management Services Ltd is committed to providing a great service to all our members. We pride ourselves on offering a people-centred culture that provides mutual respect and support for all our staff and we welcome and encourage you to apply**