HR Administrator

Absolute Works; Barford; On-site; GBP 22,000 - 29,000; Full time

Job summary

Absolute Works is seeking an HR Administration Assistant to support the HR team with administration and client relations. You will handle telephone and email queries, maintain holiday records, draft letters, and manage documents.

Key duties include managing onboarding, references, DBS and right-to-work checks, payroll admin, preparing offer letters, maintaining HR databases (BreatheHR), and generating monthly client HR reports.

Qualifications

• Essential: CIPD qualification or desire to qualify.
• GCSEs Maths and English at grade A-C or equivalent.

Responsibilities

• Support the Managing Director / HR & Operations team as required.
• Answer telephone calls, manage client emails and transfer as appropriate.
• Maintain holiday records, draft templates, new starters, references, leavers, probation, contracts and reports.
• Administer DBS checks, right to work in the UK checks and exit interviews.
• Maintain client HR data and payroll collation, including variances and statutory leave.
• Prepare offer letters and client communications, and support payroll administration.
• Assist with HR portal maintenance (BreatheHR) and onboarding & training sessions.

Skills

Organisation

Telephone manners

Proactive problem solving

IT skills

Team player

Results oriented

Attention to detail

Interpersonal confidence

Practical mindset

Education

CIPD qualification or desire to qualify

GCSEs in Maths and English (A-C)

Tools

BreatheHR

HR software

Job description

To support the HR team with administration and support. The role is to ensure a consistent high standard of service to clients by building and maintaining good working relationship with them.

Key Responsibilities

General Administration

• Supporting the Managing Director / Director of HR and Operations / Head of HR / HR Consultants / HR Advisors / Outsourced and Administration Payroll Manager as required
• Answering the telephone, filtering calls, taking messages and transfer as appropriate.
• Promptly respond to client telephone and email queries and manage client expectations in order to successfully maintain the client relationship.
• Employee references for all clients - KPI to action reference within 2 days of receipt, first chase after one week, second chase after 2 weeks
• Drafting basic probation invites as instructed
• Provide HR and Payroll administrative support as necessary including; managing holiday records, drafting templates and communications, new starters, medicals, references, leavers, probations, contract variations, spreadsheets and reports for clients, sending links and re-sending portal automation links, change of circumstances, filing hard copy documents, uploading scans to employee documents file online.
• Record and issue e-learning to clients, report to the client on e-learning status at intervals as agreed and chase as necessary. Ensure communication to MD / Accounts for invoicing
• Create monthly HR client reports by 4 th of each month for the HR Team to finalise by 10 th of each month (client deadlines dependent)
• Photocopying, scanning and filing client documentation in a timely manner ensuring documents are named
• Keeping hardcopies of client files in good chronological order and online files up to date.
• Employee file audit - scanning all documents to employee electronic files. Utilising online audit tools as appropriate.
• Diaries and ensure all new starter paperwork is received back including right to work in the UK prior to commencement of employment
• Maintain client specific file audit ensuring documents are legal and compliant with current legislation
• Aid the HR team in preparation of disciplinary / grievance letters, meeting arrangements and note taking if required
• Client training and course administration including maintenance of training records
• Prepare offer letters, contracts, contract variations and any other client letters / communications
• Carry out DBS applications, driving licence checks, right to work in the UK checks and return to work interviews as and where required.
• Maintain client payroll collation ensuring it is kept up to date with new starters, leavers, variations, absences and statutory leave
• Manage leavers and their leaving arrangements including dealing with resignations in a timely manner, remaining holiday balance, return of equipment and conducting exit interviews
• Supporting with projects as required to ensure they are completed on time
• Keep the HR Admin task list up to date

HR Portal

• Data entry and support for the maintenance of the HR database (BreatheHR) including regular data-cleanses as required.
• Manage the set-up of new clients and importing of client data with the support of the BreatheHR champion and other software which the business may use from time to time.
• Carry out training sessions with clients as appropriate in relation to HR software.
• Maintain the HR software for clients including new starters, variations, leavers, and Company documents.
• Diarising start dates for new starters ensuring welcome emails are sent on their first day.

General

• To support CEO, MD and Director of HR and Operations in developing internal processes and documentation.
• Any other duties as reasonably assigned.

Personal Qualities / Skills & Knowledge:

• Organisation, including excellent time management skills, prioritising to ensure meet client and statutory requirements.
• Excellent telephone manner.
• Proactive approach to problems and process development.
• First class IT and communication skills.
• Team orientated.
• Results focused.
• Accurate with an eye for detail.
• Confidence to work across all levels of the business.
• Practically minded: able to roll sleeves up and get stuck in!

Personal Qualities / Skills & Knowledge:

• CIPD qualified or desire to qualify
• GCSE’s with a minimum of grade A-C or equivalent in Maths and English

Special Conditions

To support the geographical spread of our clients, you may be asked to support HR events within the UK with a HR colleague. Additionally, given the vast array of clients and industries, on occasion, there will be a requirement to work outside the core business hours.