HR Administrator

Well-Safe Solutions Ltd; Aberdeen City; Hybrid; GBP 21,000 - 32,000; Full time

Job summary

Well-Safe Solutions Ltd in Aberdeen is seeking a proactive HR Administrator to provide high-quality, accurate administrative support across HR, Training and Competence, Payroll, and Culture and Development. You will manage onboarding, recruitment coordination, records maintenance, and payroll data entry, while ensuring GDPR compliance and secure handling of confidential information.

The role requires attention to detail, strong organisational skills and the ability to handle multiple priorities

Qualifications

• Previous experience in an HR administration role or strong administrative role handling confidential information and multiple stakeholders.
• Strong administrative and organisational skills.
• Excellent attention to detail and accuracy.
• Clear and professional written and verbal communication skills.
• Ability to manage competing priorities and deliver work within required timescales.
• Proficient in Microsoft Office applications.
• Ability to handle confidential information with discretion and integrity.
• Proactive, collaborative and service-focused approach.
• Experience using HR information systems or training management systems.
• Experience in an operational, engineering, energy or offshore environment.

Responsibilities

• Coordinate onboarding activities ensuring a smooth experience for new employees and that all documentation and checks are recorded.
• Provide day-to-day HR administrative support across the employee lifecycle including joiners, changes, promotions and leavers.
• Support recruitment processes: monitor inbox, post adverts, correspondence with candidates, arrange interviews, prepare offers.
• Review CVs and retain potential candidates for future opportunities.
• Administer probation processes and maintain records.
• Maintain employee information across HR systems and training management systems.
• Monitor HR inbox and respond to routine enquiries.
• Maintain organisation charts and ensure up-to-date Employee Hub content.
• Support HR projects and confidential data handling.
• Ensure payroll-related data is accurate for payroll processing.

Skills

Administrative skills

Attention to detail

Communication skills

Prioritisation

Service-oriented

Tools

Microsoft Office

HR information systems

3TX

D365 HR

Training management systems

Job description

Well-Safe Solutions, Aberdeen, though there may be a requirement to visit and work at other company locations or supplier’s premises as required.

The postholder must be able to attend our global headquarters in Aberdeen.

Job Type:

Permanent

Reporting Line:

The HR Administrator will report directly to the HR Manager.

Role:

The HR Administrator will provide high-quality, accurate and responsive administrative support across the HR function, including HR, Training and Competence, Payroll, and Culture and Development.

The role will support the effective delivery of day-to-day HR administration across the employee lifecycle, helping to ensure that HR systems, employee records and administrative processes are maintained accurately and efficiently.

Key responsibilities:

The HR Administrator will be required to:

HR Administration

• Co-ordinate onboarding activities, ensuring a smooth and welcoming experience for new employees and that all required documentation, pre-employment checks and certification are received, verified and accurately recorded.
• Provide day-to-day HR administrative support across the employee lifecycle, including processing approved documentation and system updates relating to joiners, contractual changes, promotions, salary changes and leavers.
• Provide administrative support throughout the recruitment process, including monitoring the recruitment inbox, posting job advertisements, corresponding with candidates, arranging interviews and preparing approved offer documentation.
• Review speculative CVs and retain details of potentially suitable candidates within SharePoint for future recruitment opportunities.
• Administer probation processes, maintaining accurate records and supporting the timely completion of required documentation.
• Maintain accurate and up-to-date employee information across HR systems, including D365 HR and the Company’s Training Management System, 3TX in line with GDPR and company requirements
• Monitor the HR inbox, responding to routine enquiries, directing queries to the appropriate HR focal point.
• Maintain company organisation charts and ensure current versions are available on the Employee Hub.
• Accurately maintain employee files, HR records and Employee Hub and News content.
• Provide administrative support for key HR projects and initiatives, ensuring effective coordination and timely completion of project activities.
• Handle personal, employment and payroll information with integrity and in accordance with confidentiality and data protection requirements.

Training and Competence

• Support the co-ordination of internal training requirements.
• Co-ordinate associated bookings and administration of offshore medicals.
• Update and maintain employee profiles in 3TX as part of onboarding, ensuring accurate details and uploading of certification.
• Support HR logistics coordinator with the preparation of the gauging tool.
• Provide administrative support for the employee familiarisation process by updating the tracker to reflect confirmed organisational changes, including transfers, promotions, role changes and new position IDs.

Culture and Development

• Provide administrative and co-ordination support for employee engagement, culture, learning and development initiatives.

Payroll and Benefits

• Ensure the HR system is accurately and promptly updated to reflect onboarding, contractual changes and leaver actions, to support processing of payroll.
• Supporting benefits administration and escalating payroll queries to Rewards Advisor as required.

Key outcomes:

• An efficient, responsive and professional administrative service is delivered across the HR function.
• Employee lifecycle activities are completed within required timescales, providing employees and candidates with a consistent and positive experience.
• HR systems and records are accurate, current, secure and maintained confidentially.
• HR processes and information are up to date to support effective payroll processing, reporting and wider business requirements.

Limits of authority:

Full responsibility for all operational activities within the philosophies and constraints laid out in the job description.

The company reserves the right to amend or change the activities listed, taking into account the job holder’s qualifications and experience to enable the business needs to be met.

Knowledge & Competency:

• Previous experience in an HR administration role, or a strong administrative role involving confidential information, systems and multiple stakeholders.
• Strong administrative and organisational skills.
• Excellent attention to detail and accuracy.
• Clear and professional written and verbal communication skills.
• Ability to manage competing priorities and deliver work within required timescales.
• Proficient in Microsoft Office applications
• Ability to handle confidential and sensitive information with discretion and integrity.
• A proactive, collaborative and service-focused approach.
• Experience using HR information systems, training management systems or similar business systems.
• Experience in an operational, engineering, energy or offshore environment.