HR Assistant

Smart Recruitment; St Peter Port; On-site; GBP 21,000 - 32,000; Full time

Job summary

Smart Recruitment is seeking an HR Assistant to deliver a high-volume, accurate HR administration service across multiple jurisdictions. You will support the HR Advisor and Senior HR Manager in providing a compliant HR generalist service, handling recruitment administration, onboarding, absence management, and lifecycle records.

The role requires meticulous data handling, strong organisational skills, and the ability to work under deadlines in a fast-paced environment.

Qualifications

• Experience delivering HR administration across the employee lifecycle.
• Ability to plan, prioritise and meet deadlines in a fast-paced environment.
• Strong attention to detail with accurate data entry.
• Excellent written and verbal communication.
• Knowledge of GDPR and data protection controls.

Responsibilities

• Plan and prioritise a high-volume workload with time-critical activities.
• Coordinate recruitment administration and maintain candidate records.
• Coordinate offer letters, onboarding checks, and system setup.
• Administer absence records and monthly reports.
• Maintain GDPR-compliant electronic HR filing and data quality checks.
• Support learning, engagement, and regional initiatives.

Skills

Excellent communication

Strong organisation

Attention to detail

Data integrity

Team collaboration

Education

CIPD Level 3

Job description

JOB PURPOSE

The HR Assistant is responsible for delivering a high-volume, high-quality, accurate and responsive HR administration service for the full employee lifecycle across multiple operating jurisdictions.

Working in a fast-paced environment with frequently competing deadlines, the role holder plans and prioritises a varied workload, completes time-critical processes accurately and identifies wider implications, dependencies or risks before action is taken.

The role supports the HR Advisor and Senior HR Manager in providing a professional and compliant HR generalist service across the the Group.

MAIN DUTIES AND RESPONSIBILITIES

Planning, prioritization and service delivery
Plan and prioritise a high-volume workload, recognising urgent, time-critical and interdependent activities and escalating conflicting priorities where necessary.
Take ownership of allocated activities through to completion, using appropriate trackers and reminders and following up outstanding information proactively.
Identify and promptly
Recruitment Administration
Coordinate recruitment administration, including management of the recruitment inbox, candidate queries, interview arrangements, agency correspondence, assessment documentation and accurate candidate records.
Support student events, careers initiatives and work experience placements.
Coordinate travel arrangements for new and departing South Atlantic employees where required.
Offer, Screening & Onboarding Administration
Coordinate the offer and onboarding process, including preparing offer letters and contracts, obtaining signed starter documentation, completing onboarding checklists, arranging system and benefits set-up, and scheduling induction activity.
Coordinate pre-employment requirements, including references, qualification and finance check sand, where applicable, work permits, visas, medical and dental clearances.
Arrange accommodation for business visitors and overseas hires where applicable.
Prepare and issue approved probation outcome documentation and update the relevant HR records.

Employee Lifecycle Administration

Process starters, leavers, transfers and contractual changes, including preparing approved documentation and updating HR records.
Manage the HR administration inbox, responding to routine employee queries and referring matters requiring advice or further consideration to the appropriate HR colleague.
Maintain and monitor records of time-bound contracts, housing permissions, work permits and visas, prompting timely review and preparing approved renewal documentation where required.
Administer healthcare and benefits changes, regional insurance renewals, work anniversary gifts and long-service awards.
Raise purchase orders for approved HR invoices.

Absence Administration

Maintain accurate absence records, monitor receipt of medical certificates and return-to-work documentation, and prepare monthly absence reports.
Monitor and administer associated sickness benefit processing, liaising with the Payroll team and island-specific governments when required to ensure accurate and timely processing in accordance with the absence policy.

HR process, systems and document quality

Maintain GDPR-compliant electronic filing systems.
Check source information and HR documentation carefully, including names, dates, pay, hours, jurisdiction, contractual terms and approvals, resolving or escalating discrepancies before processing or issue.
Apply established HR policies, procedures, templates, and administrative methodology consistently, referring unusual, sensitive, or higher-risk matters for advice.
Maintain complete and auditable HR records and undertake regular data-quality checks across HR systems, personnel files and operational trackers.
Support audit, regulatory review and reporting activity by providing accurate records and information.

Learning & Engagement Support

Administer training requests, approvals and agreements, maintaining complete and accurate training and learning-system records.
Coordinate the administration of our Academy recruitment, student initiatives, work experience placements and regional careers events.
Support wellbeing and engagement initiatives across all regions.

In addition, the person will be required to
Understand and comply with the licence and other regulatory rules applying to the position.
Understand and comply with the Data Protection Law as it relates to the position
Understand and comply with the Health and Safety responsibilities relevant to the role as defined to be our Safety Policy
Work in accordance with the safety procedures and safe working of our policies.
Undertake appropriate security awareness training covering information security, data protection, financial crime and payment card data and comply with their information security responsibilities. This awareness training includes understanding of the incident reporting process to be followed in the event of the employee suspecting, causing, or discovering an information security incident.
Due to the nature of this position, the postholder must hold a satisfactory Basic Police Disclosure. All disclosures of a criminal background are treated with the strictest confidence, and checks will only be made in connection with suitability for a post and for no other purpose.
Convictions likely to be considered relevant to this post include dishonesty and those indicating a breach of trust, due to the security requirements of the role.
Please note that disclosure of a criminal record will not necessarily debar you from employment in this post – this will depend on the nature of the offence/s and the circumstances surrounding it/them.

THE WAY WE DO THINGS

We work together as One Team,
We strive for Customer Satisfaction,
We are Reliable,
We have a Passion for Technology & Learning
We are Community & Sustainability Focused

SKILL REQUIREMENTS

CIPD Level 3 qualified
Practical HR administration experience within a fast-paced commercial environment
Exceptional organisation, planning and prioritisation skills
Excellent written and verbal communication skills
Resilient and adaptable when managing changing priorities and sustained periods of high workload
Self-motivated and able to work independently and collaboratively Sound judgement, discretion and diplomacy when handling confidential or sensitive matters
Strong attention to detail
Confident IT and HR systems user