HR & Office Coordinator

Overview

Under the direction of the Center Manager and Corporate HR in Head Office (based in Hong Kong), the HR & Office Coordinator will support the finance, human resources and office administration functions required to effectively deliver the needs of the Centre.

Specific tasks will include:
Accounting
- Use of purchasing approval software and invoicing software systems to ensure accurate data entry of finance records
- Monitor expenditure and purchase approvals
- Submission of payment requests to Head Office in line with agreed work schedule
- Processing staff personal expenses claims
- Responsible and reconciling the monthly petty cash against expenditure
- Assist the Head of Centre to monitoring the use of the company credit card
- Working with the Activities Coordinator to organise the allocation of cash to visiting student groups according to their visit schedule
- Working with the company accountants to ensure accurate VAT records and submission
- Liaising with the company accountants for any other company business

HR
- Electronic maintenance of staff records and personal information
- Manage all employee’s leaves requests and maintaining sickness records, performance review notes
- Responsible for monthly meeting notes
- Liaising with the company accountants on staff PAYE, pensions and national insurance queries
- Working with the Center Manager to ensure all staffing issues are dealt with effectively and fairly in line with current legislation - this will often include understanding and being able to advise on the courses of action the Centre should take when dealing with complicated or sensitive staff matters. Liaising with HR consultants as and when necessary
- Responsibility for the recruitment administration of new staff
- agreeing suitable advertisements, liaising with agencies or online recruitment organisations, arranging interviews and references, responsibility for securing DBS (Disclosure Barring Service) checks for new staff
- Developing an induction programme for all new members of staff and ensuring all PAYE details have been passed onto the payroll accountants

**Admin**
- Provision of a reception and telephone switchboard service during office hours and greeting and signing in visitors to the Centre
- Purchasing of office stationery and other procurement items as required
- Working with the Center and colleagues in Head Office (based in Hong Kong) to ensure policies and procedures are up to date
- Administration support to visiting UK and Chinese teachers; photocopying, ordering supplies for lessons, assistance with invoices and general queriesWorking with the Center Manager to ensure a smooth induction of new student groups - this can involve some presence with students during induction day and briefing teaching staff on the Centre's expectations in relation to house rules
- Working with the visiting Chinese teachers to support them during their visit to the Centre
- Providing administrative support to as assigned by the Center Manager as and when required
- She/he might need to occasionally assist the Education Coordinator with English lessons.
- She/he will need to take evening shifts with the Centre Manager to welcome the group.

**Requirements**:
**Qualifications/Training**:

- 5 GCSE qualifications at levels A-C, including English and Maths
- Good numeracy/literacy skills
- Appropriate training in the use of ICT packages, including Microsoft and financial systems
- A valid driving licence

**Experience**:

- A proven track record (minimum of 2 years work) in an organisational role
- Knowledge of basic accounting principles
- Some experience of human resources administration
- Sound administration background

**Knowledge/Skills**:

- Excellent organisation and time management skills
- Ability to prioritise workload and to work to set deadlines
- Confident and effective communicator
- Ability and energy to motivate yourself and others

**Personal Attributes**:

- Ability to positively engage with individuals and organisations to promote the Centre in the wider community
- Ability to work constructively as part of a team, understanding centre roles and responsibilities and your position within these
- Ability to self-evaluate learning/training/development needs
- Excellent interpersonal skills including, in particular, confidentiality and empathy and effective communication
- Eager to learn and take up new challenges
- Enthusiasm with a 'can do' attitude

**DESIRABLE**:

- Knowledge and experience of the Quickbooks accounting software package
- Knowledge and experience of VAT submissions
- Working in an educational setting
- Understanding of polices/codes of practice and awareness of relevant legislation in relation to the support of young people
- Committed to safeguarding children and promoting their welfare at a level appropriate to this role
- First Aid qualification (or a commitment to undertake training within 6 months of taking up the post)
- **Immediate Availability