Pa/secretary to Managing Director

**What you'll be doing?**:
Reporting to the Managing Director, you will support the Managing Director in fulfilling their responsibilities, contributing to the overall success of the business through the provision of efficient and effective administrative support.

You will be expected to:
**PA to Managing Director**
- Work closely with the Managing Director to ensure that relevant administrative tasks are dealt with efficiently.
- Perform general Divisional administration tasks as and when required to meet the needs of the Division.
- Manage and maintain relevant filing systems and databases.
- Liaise with internal and external customers/contacts to ensure a smooth flow of information and work between the departments, Head Office and other internal/external departments and contacts.
- Ensure effective and efficient processing of documents through Company systems and processes, working within set time frames.
- Co-ordinate and collate the Divisional updates for the quarterly newsletter e.g. incorporating company updates/important relevant information in relation to the division, policies or processes.
- Carryout appropriate ad hoc duties and administrative support within the Division, as and when required.

Working in partnership with your HR Business Partner and HR Adviser, you will support in providing efficient and effective HR support and will be expected to:
**HR Co-ordinator**
- **Administration**
- Produce / co-ordinate and check all HR policy related documentation for the Division before issue e.g. Maternity, Sickness Absence Management, Capability, Disciplinary (liaising with the Group HR Advisers/HR Business Partner for the Region where necessary).
- Act as note-taker as appropriate in HR processes e.g. disciplinary / grievance / capability.
- Ensure the HR System iTrent is fully up to date and maintained.
- Provide monthly HR Reports for the Divisional Board pack.
- Maintain Divisional Organisation Charts on an ongoing basis to ensure they remain current. This should be completed monthly as a minimum.
- Attend interviews where necessary, supporting hiring managers by taking notes and giving an overview of the benefits associated with the role.
- Administration of offer letters, contracts and associated new starter paperwork.
- Provide a weekly Recruitment Update liaising with the HR Business Partner on process.
- Liaise with new starters ahead of start date, answer any questions/queries, obtain necessary documentation, PPE sizes and provide guidance/instructions for their first day.
- Ensure new starter inductions with their line managers take place on their first day/within their first week.
- Administer and process all Employee Change of terms and conditions (payroll change notes).
- Partner with the Group Payroll Co-ordinator to ensure all payroll-related matters are administered and dealt with correctly and within the required timescales.
- Administration of Long Service Awards for the Division.
- Track and flag outstanding mandatory E-Learning modules with individuals on a weekly basis as well as ensuring department PAs are keeping up to date with the booking/arranging of training for the team
- Monitoring Employee absences, including ensuring departmental PA’s record all sickness absence cases and respective fit notes and administration of appropriate correspondence.
- Support and administer the annual Salary and Bonus review processes in conjunction with the Divisional Finance Director.
- Administration of Leaver Letters i.e. resignation/redundancy as well as supporting Line Managers with the completion of Leaver Forms ensuring that these are submitted to payroll in a timely manner.
- Ad hoc HR tasks as and when required - e.g. information gathering and updating exercises required by Group and/or others.
- **Advice and Guidance on HR Policy and Process**
- Provide advice and support to Hiring Managers regarding the Recruitment process in terms of adherence to policy and systems usage. Including, liaising with the HR Business Partner regarding all current and upcoming Divisional vacancies.
- Provide Advice, Support and Guidance on the Company’s PDR (Performance Development Review) process ensuring completion within a timely manner.
- Providing training and support to Line Managers and Administrators to be able to raise vacancies through the Recruitment portal.
- Support Line Managers with the management of the Apprentices including recruitment, organising and supporting at quarterly meetings, dealing with any issues that arise and being a main point of contact for them during their placement.

**What you'll need?**:
To be successful in the role, we are looking for:

- Previous PA and HR experience in a similar role.
- Understanding of core HR policies and processes.
- Highly organised, a strong communicator and excellent attention to detail.
- High level of customer focus.
- Experience of dealing with multiple stakeholders.
- Professional and pleasant manner in dealing with internal and