HR & Executive Assistant

CENTERPRISE INTERNATIONAL LIMITED; Basingstoke; On-site; GBP 24,000 - 30,000; Full time

Job summary

A leading ICT supplier in Basingstoke seeks an HR Assistant to support HR functions and provide executive assistance to Senior Executives. Candidates should have strong communication and organizational skills, and a good standard of education. This role involves supporting the onboarding process and managing attendance records. The position offers a diverse range of responsibilities and the opportunity to grow within the company.

Benefits

25 days holiday entitlement rising to 28

Pension scheme options

Private Medical Insurance available

Qualifications

• Demonstrable experience in dealing with multiple stakeholders in a confidential environment.
• Experience as a PA/EA or in a similar role.
• Interest or experience in HR functions.

Responsibilities

• Support HR Advisors with onboarding new starters.
• Manage attendance and absence information across the company.
• Provide executive assistance to the Senior Executives.

Skills

Communication skills

Organizational skills

Problem-solving

Education

Good standard of education including English and Maths

Business Management or HR related Degree

Tools

MS Office Suite

Job description

Job Benefits

25 days holiday entitlement rising to 28 days after 5 plus years’ service

Holiday Purchase Scheme

Company supported CSR Volunteer Day

SAGE employee benefits membership

2 days for personal wellbeing

Pension – Including option to join Salary Exchange for Pension scheme (SXP)

Death in Service – x4 basic salary

Private Medical Insurance available, partially subsidised by the company

Corporate gym membership available, partially subsidised by the company

Salary sacrifice charity donation scheme

Company Christmas savings club

Company lottery

Electric Vehicle Salary Sacrifice

Out of town offices with free parking

Non-Sales Incentive Scheme

Business Unit:

HR & Admin

Reporting to:

Group HR Director

Location/site:

Vetting requirements: Yes

Company Overview

Centerprise International (Ci) was established in 1983 and has over 40 years of experience and expertise in providing innovative products and services. Our financial strength, and breadth and quality of services offered, together with our enviable record of success in supplying under many framework agreements and winning many government contracts makes Ci one of the leading ICT suppliers. Our cash reserves, recent strategic acquisitions and the quality of contracts held are an assurance of our future growth.

Throughout its history, Ci has evolved to meet market demands and now offers Managed Services and Solution Design to complement our own products.

Ci actively seeks to attract talented ambitious individuals, to nurture and develop through their career with the organisation. The Ci Group comprises of wholly owned companies and a joint venture business, so the opportunity to build a wide and varied career path truly exists.

All employees have the opportunity learn from successful, capable business professionals within the organisation, to absorb knowledge and experience first-hand how a thriving privately owned business operates.

Business Unit Overview

The Centerprise HR & Support Department, under the internal brand Vitality, has Group-wide responsibility to ensure staff engagement and retention and to deliver a range of HR, Executive and support services. Following onboarding and training, the successful candidate will join a team of three HR Professionals supporting the businesses within the Ci Group with all aspects of people-related tasks and activities, with an emphasis on promoting the Ci brand internally and externally.

The role will be responsible for executive support to the Chairman and CEO. In this aspect of the role the candidate will be targeted to:

• Run an effective office for Senior Executives/Board Directors

• Establish an effective relationship with all Group Senior Executives

Role Description

HR

• The HR Assistant will support the Group HR & Support Director and in turn two HR professionals in providing HR support across all business units; building a rapport and trusted working relationships, not only with the business unit directors and managers, but with Ci employees across the business.
• The relationships built with the senior leadership and the insight into the people elements and workings of each BU, dovetail perfectly into the activities assigned in supporting the CEO and Chairman.
• This position encompasses a diverse range of responsibilities, with an approximate time split of 65% dedicated to Human Resources functions and 35% focused on Executive Assistant support/ tasks. The successful candidate will balance these areas to effectively support company operations and enhance employee experience.
• HR activities will include, but not limited to:
• Support the HR Advisors by proactively managing elements of the onboarding process for new starters in the business including: liaison with business unit heads/delegates to effectively schedule the Ci Induction program; coordinating diaries and preparing a written Induction schedule for the new employee and their line manager; liaison with the new employee to collate a series of interesting ‘ice breaker’ questions and answers to prepare a company-wide communication about each new starter; management of conduct and performance feedback forms at salient milestones during probation, ie month 1, month 2 and final 3 month probation review.
• Weekly review of attendance/absence information company-wide captured via our in-house HR system, including investigation and resolution of gaps or anomalies with the employee or their line manager. Provide feedback weekly to the HR Advisors, and specifically the Group HR & Support Director for Payroll purposes.
• Be a liaison for HR with other business units and our subsidiary companies.
• Offer support to the Ci front of house Reception team, providing cover as and when required. This may also include support on Office/Facilities/Security related tasks/support on occasions.
• Manage the E-Learning portal (iHASCO) for compliance training, including running progress reports, setting up new employees and assigning training modules and monitoring the credit usage on the system.
• Maintain electronic and paper filling systems, ensuring accurate and organised documentation. - Management of the Quarterly Staff Briefing; including collation of the PowerPoint slides from contributors and offering support to the CEO, Chairman and any guests, throughout the event. - Handling employee reference requests on behalf of the company.
• Coordinating and assisting the administration of company cars and car allowance compliance. - Administration of corporate gym memberships
• Administration of the mobile phone provision to employees and the mobile phone contract and monthly billing.
• Function as the Staff Engagement lead, proactively driving and overseeing internal communications about Centerprise and charitable initiatives through participation in the company’s charity committee.
• Responsible for organising and overseeing the company’s monthly staff lottery draw.

Executive Support

• Complete a broad variety of administrative tasks for the Senior Executives including overseeing an extremely active calendar of appointments; composing and preparing correspondence that is sometimes confidential in nature; arranging occasional travel plans, itineraries, and agendas; compiling expenses claims in line with Group policy and compiling documents for executive meetings; raising POs for Managementrelated purchases.
• Plan, coordinate, and ensure the Senior Executives’ schedules are followed and respected. - Communicate directly, and on behalf of the Senior Executives, with senior managers, and others, on matters related to the Group's strategic initiatives.
• Provide a bridge for smooth communication between Senior Executives and Directors/Business Unit Managers across the business.
• Work closely and effectively with the Senior Executives to keep them well informed of upcoming commitments and responsibilities, following up, as necessary.
• Prioritise conflicting needs; handling matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Manage the Chairman’s and the CEO’s vehicles making sure they are serviced, checked, taxed, repaired etc. promptly when required.
• Meet and greet all the CEO’s and Chairman’s external guests and provide hospitality.
• Assist with personal matters and other ad hoc tasks.
• Assist the HR & Support Director with the delivery of the business’ senior/key person incentive scheme; documentation, KPI’s, annual appraisals.
• Assist the Group Finance Director with the annual Employee Share Option scheme project and dividend work.

Board Support and Liaison

• Maintain discretion and confidentiality in relationships with all Board members.
• Ensure proper support is provided for Quarterly Board and Executive meetings including advance distribution of materials before meetings in electronic/paper format.
• Ensure minutes are taken at quarterly Board meetings.
• Consult with the Company Secretary to offer support with the collation and distribution of the Quarterly Board Meeting Agenda.

Support the Senior Executive Team, Tenders Team and wider business including assisting in scheduling meetings

Respond to requests from the Senior Executives and the Group in general.

The candidate will also demonstrate:

• A commitment to comply with the Company’s Information Security Policy
• A commitment to promptly report any security weaknesses or incidents
• A commitment to adopt and maintain a Health and Safety culture within the Group

Collaborate & Influence Aware of the importance of connecting with people outside the immediate team and learning to positively influence the way others think.

Communication Skills Seeks to effectively communicate his/her thoughts in a well organised and effective manner to get the desired message across.

Open Communication Is professional and positive in interacting with others and can establish rapport quickly, treating others with courtesy and respect.

Drive for Results Demonstrates a strong work ethic committed to seeing tasks through to completion, whilst taking responsibility for and taking pride in achieving successful results.

Innovation Pushes him/herself to think beyond the obvious, contributing new ideas to enhance our ways of working and ensure high quality deliverables.

Focus & Prioritisation Successfully identifies key tasks that are important to complete, ensuring efficiency and effectiveness in the delivery of work/projects.

Problem Solving Seeks to develop the ability to solve routine problems, gathering the information necessary to consider a potential way forward that you can share with your manager.

Experience and Skills

• Demonstrable experience in dealing with multiple stakeholders in a confidential, sometimes challenging environment
• Competent to Advance level user of MS Office suite; Outlook, Word, Excel, and PowerPoint
• PA/ EA already or performing a similar role
• An interest in or experience of working within an HR function
• Experience of and an understand of the nuances of working within an owner-managed business
• Experience of successfully working for an entrepreneur

Company Profile

• • Able to maintain confidentiality• Reliable and trustworthy• Bright and confident• Willingness to learn and adapt to changes• Highly organised• Self-motivated and able to act on own initiative• Ability to prioritise workload with multiple stakeholders• Ability to work calmly under pressure and to deadlines• Commercially aware• Articulate with an excellent telephone manner• Resilient with a strong character• Excellent written communication skills• Positive ‘can do’ attitude• Loyal, collaborator• Excellent attention to detail
• Customer-Centric - Ensure customer satisfaction is our number one priority
• Commitment - Be true to your work and go the extra mile to deliver on your promise
• Courage To Challenge - Have the strength to make a difference and don’t be afraid to constructively challenge the status quo
• Succeed - Be innovative and do all that is reasonable to deliver a positive outcome
• Dedication - Giving your time and energy in the best interests of the Company

Education/Qualifications/Specific training

• EssentialA good standard of education including English and Maths, and Business ManagementDesirableBusiness Management or HR related Degree