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Human Resources Assistant

1 month ago

London, UK, United Kingdom Phoebe Philo Full time

Purpose of the role

We are seeking a detail-oriented and motivated HR Assistant to join our team. This is a true generalist role and will allow exposure to all facets of the HR function. The HR Assistant will support with the administration of day-to-day operations of the HR department. This role provides key support to employees and helps ensure the effective delivery of HR services in line with the Company’s policies, procedures, and legal requirements.


Responsibilities

Administration

  • Prepare and issue employment contracts and new starter documentation; conduct right-to-work and reference checks.
  • Support visa applications and manage communications with immigration solicitors.
  • Maintain up-to-date HR systems, organisation charts, and employee records.
  • Manage administrative updates in HR and payroll systems, ensuring accuracy.
  • Provide necessary documents and references for current and former employees.
  • Prepare ad-hoc reports as needed.
  • Process and handle HR invoices, coordinating with Finance.


Recruitment

  • Work with line managers to prepare tailored job descriptions for graduate trainee roles, aligning them with company objectives and culture.
  • Post roles on relevant platforms to attract qualified candidates and manage the application process.
  • Conduct initial screening calls or interviews to assess candidates' fit, communicate job expectations, and provide company insight.
  • Maintain positive university partnerships and attend student exhibitions.


Payroll

  • Document and accurately input payroll changes.
  • Review payroll reports meticulously with HR Manager before submission to Finance.
  • Serve as a point of contact for employee payroll inquiries and provide clear, comprehensive guidance.
  • Assist in tracking employee benefits and deductions, ensuring completeness and accuracy.


HR Policies, Processes, and Compliance

  • Support the development of HR policies and procedures, ensuring they align with organisational goals and comply with legal standards.
  • Provide guidance to employees on HR processes and ensure policies are readily accessible on the intranet.
  • Monitor legislative changes and emerging trends in HR best practices, proactively updating policies and processes to address evolving compliance requirements and industry standards.


Employee Lifecycle Support and Relations

  • Coordinate seamless onboarding processes for new hires, facilitating orientation sessions and preparing necessary documentation.
  • Manage the probation process, monitoring periods, gathering feedback, guiding supervisors through the review procedure, and preparing outcome letters.
  • Facilitate leave processes, including recording and tracking absences, and conducting return-to-work procedures.
  • Conduct exit interviews, documenting findings, and collaborating with the HR team to enhance retention strategies.
  • Serve as the main point of contact for employee inquiries, concerns, and conflicts, providing guidance on HR policies and procedures.
  • Manage the maternity process, providing support to employees and ensuring awareness of statutory rights.
  • Handle statutory flexible working requests, ensuring compliance and communicating outcomes.
  • Support in addressing employee relations issues promptly and effectively, where necessary.


Compensation and Benefits

  • Administer employee compensation and benefits packages, including private medical insurance and pension plans, liaising with providers for additions and removals.
  • Support the annual salary review and bonus distribution process, preparing documents and communicating changes directly to employees.
  • Address employee inquiries regarding compensation and benefits promptly and accurately.
  • Stay updated on industry trends and legal requirements related to compensation and benefits to ensure the company remains competitive and compliant.


Measures of Success

  • Maintain accuracy and efficiency in employee record management and data entry.
  • Ensure compliance with data protection regulations and legal requirements.
  • Successfully fill graduate-level roles within established timelines and establish effective university partnerships.
  • Build proficient professional relationships across departments and communicate confidently with employees at all levels of the business.


Qualifications, Skills, Experience Required

  • Bachelor’s degree in Human Resources, Business or CIPD qualification.
  • 1-2 years of experience in an HR role
  • Strong organisational and time management skills with the ability to prioritize tasks effectively.
  • Excellent interpersonal and communication skills, both written and verbal.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and HRIS systems.
  • Attention to detail and a high level of accuracy in data entry and record-keeping.
  • Ability to handle sensitive and confidential information with discretion.
  • Pro-active approach with sense of initiative
  • Knowledge and interest in luxury fashion

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