HR Assistant

**JOB PURPOSE & PRIMARY JOB RESPONSIBILITIES**:
Responsible for managing all HR administration for the HR team and supporting the HR Manager, Assistant HR Manager and HR Advisor with day-to-day HR, recruitment and training matters.

HR Administration
- Maintain HR files ensuring they are kept accurate and up to date at all times, including managing leaver files and organising archiving of files regularly.
- Ensure the HR database is always maintained and kept up to date to the highest levels of accuracy (new starters, changes and leavers), working in constant close liaison with Payroll to ensure changes are made in good time for monthly pay cycles
- Prepare and issue variation to employment contracts (role changes, salary increases, etc)
- Process all leavers when notified and produce all relevant documentation
- Providing administrative support to the cyclical activities in the HR Calendar, such as appraisals, pay reviews and bonuses
- Update the Employee Handbook as and when required, notifying staff, and maintaining record of all updates.
- Purchase employee gifts as required (childbirth, illness, bereavement etc)
- Liaising with the Chief Fire Marshall when PEEPs are required for staff members.
- Ensure the HR team is properly stocked with stationery.
- HRIS: being a system Super User; always ensuring the constant maintenance of the system to the highest level of accuracy
- Payroll: working in close liaison with the Payroll & Benefits team to ensure exchange of accurate and relevant information in good time for each monthly pay cycle

Recruitment
- To support management and HR teams to ensure the best people are recruited at all times in line with ONEs Recruitment policy by:

- Keeping job descriptions up to date and accurate
- Ensuring authorisations for recruitment are in place
- Organising internal advertising of vacancies across assigned business units
- Supporting recruiting managers with selection, shortlisting, organising, preparation for and participating in interviews where required
- To manage responses to speculative job enquiries.

Induction and Probation
- Prepare offer letters, contracts and packs for all new starters
- Prepare induction for all new starters and expats including, raising checklists, liaising with H&S, line manager, Payroll, organising induction schedule.
- Ensure employee records are created accurately and in good time (HR file and on HR system), liaising closely with Payroll to ensure payroll record is also set up
- Take up references, verify documents
- Ensure probation end dates are logged and reminders sent to line managers
- Prepare and issue end of probation confirmation letters
- Seek advice and/ or escalate challenges to HR Advisor/ HR Manager where appropriate

Reporting
- Compile and distribute Starters/Leavers report on a weekly basis
- Manage the long service awards process, by preparing monthly report, identifying long service anniversaries, preparing congratulatory cards/ awards and notifying managers/department heads
- Producing ad hoc reports upon request for HR team and line managers

Training
- Support the organising in-house training and development activities as and when required, including diary management, coordinating presenters and attendees, organising facilities and rooms, and producing training material
- Liaise with external training providers as and when required.
- Keep training records and requirements recorded and up to date

**REQUIRED SKILLS AND COMPETENCIES**:

- Ability to deal with personal data discretely and confidentially (essential)
- Good interpersonal skills (essential)
- 1-2 years’ experience in similar HR focused role (essential)
- High level of proficiency in Word, Excel, Powerpoint & GSuite (essential)
- Ability to use initiative and be proactive (essential)
- Degree level education (essential)
- Customer Focus.
- Communication.
- Planning and organising.
- Innovation and Improvement.
- Teamwork.

**WHAT WE OFFER**:

- Paid annual leave of 25 days per annum plus UK bank and public holidays
- Membership of the Company’s Group Personal Pension Plan, into which the Company will contribute up to 10% of basic salary
- Performance Related Pay - a pay award and discretionary annual bonus linked directly to the performance
- Permanent Health Insurance
- Death in Service (x8 annual salary)
- Private Medical Cover (BUPA) after two years’ service
- Employee Assistance Programme, with free independent confidential support and virtual GP services
- An interest free annual travel season ticket loan
- Family leave policies enhanced above statutory
- Access to the UK’s Tax-Free Childcare scheme
- Enhanced company sick pay policy
- Medical health check after two years' service
- Annual eye test and contribution towards glasses for VDU prescriptions
- Online employee discount platform including retail, health, leisure, motor and more plus Cycle to work, Taste Card