HR & Office Coordinator

Chris Lewis; Oxford; On-site; GBP 25,000 - 45,000; Full time

Job summary

An established industry player is seeking a dedicated HR & Office Coordinator to join their dynamic team. This role offers a unique opportunity to provide comprehensive administrative support and grow into a People leader within the organization. The ideal candidate will possess strong communication and organizational skills, with a keen attention to detail. You will be instrumental in managing the recruitment process, supporting employee lifecycle administration, and ensuring compliance with health and safety standards. If you're passionate about HR and eager to contribute to a thriving workplace, this position is perfect for you.

Benefits

Attractive Salary

Birthday Off

Annual Leave Increasing with Service

Auto Enrolment Pension

Reward and Recognition Platform

Free Barista Coffee and Soft Drinks

Qualifications

• Strong administrative skills and ability to manage workload effectively.
• Experience in HR processes and systems, particularly in recruitment.

Responsibilities

• Provide full administrative support for HR and office coordination.
• Manage ATS and assist in recruitment processes and onboarding.

Skills

Administrative Skills

Problem-Solving Skills

Communication Skills

Attention to Detail

IT Literacy

Education

Experience in HR

Experience in Engineering Environment

Tools

PeopleHR

Microsoft Office (Word, Excel, Outlook)

Job description

THE OPPORTUNITY?

The Chris Lewis Group is the largest independent Fire and Security and Smart Home company in the region. We offer our clients the very best technology solutions available.

We work for prestigious clients like the University of Oxford, Royal Palaces and County Councils.

We have an excellent opportunity for an experienced HR & Office Co-ordinator to join our team. This role will provide full administrative support to the business and will report to the Head of HR. Experience previously in an engineering environment would be an advantage.

The role is an opportunity to grow into a People leader in our organization.

The successful candidate will be a customer-focused team player with strong communication and organisational skills. Attention to detail is key and the successful candidate will enjoy the variety this role offers, have strong system skills and ideally wish to pursue a career in HR.

We value staff progression, provide regular training and encourage and support self-learning opportunities.

WHAT ARE WE EXPECTING FROM YOU?

Talent Acquisition providing administrative support to include:

1. Managing our ATS (PeopleHR) to ensure candidates move through the application process and are kept up to date in a timely manner.
2. Assisting with the creation of role profiles, job adverts and advertising of live opportunities.
3. Regular reporting on vacancies to keep stakeholders informed.
4. Assisting in building a pipeline of passive candidates and building ongoing relationships to ensure Chris Lewis becomes an employer of choice.
5. Liaising with nominated apprentice providers to ensure a pipeline of candidates to run company assessment centres on a regular basis.
6. Full recruitment co-ordination responsibilities to include:
   • Confirming interviews and sharing with appropriate hiring managers.
   • Management of ATS.
   • Ensuring all candidates are responded to in a timely manner.

HR Administration to include but not limited to:

1. Full administration support to the employee lifecycle (onboarding and off-boarding). This will include PNC checks and employee screening in line with BS7858 requirements through to administration of the exit procedures.
2. Administration of the induction programme for any new starters, ensuring all sessions required are scheduled with relevant staff members, room booking/call links scheduled and shared and logged onto our People system and all employees have all equipment and uniform needed to start on day one.
3. Support on monthly payroll, ensuring all exceptions (as reported on the HR System) are collated prior to submission to the Head of HR.
4. Ensuring all invoices related to the department are submitted in a timely manner and with the correct PO numbers.
5. Full administration rights to the People system to ensure that all employee information is relevant, up to date and in line with GDPR.
6. Assist with administering staff surveys and interpretation of data to improve employee engagement.
7. Assist with the booking of training courses for staff. Ensure that all information is logged on our People system with alerts set for any relevant expiry dates (e.g. for mandatory H&S training, etc.). Obtain feedback from staff on any training undertaken.
8. Work with Head of HR to record and update all compliance, insurance and H&S documentation to ensure the business is fully compliant.
9. Work with Head of HR to maintain the company vehicle fleet and the company asset list (including all equipment and tools issued to staff) and log onto PeopleHR.

General office duties:

1. Ordering of all office supplies.
2. Ensuring the office is H&S compliant conducting regular PAT testing; liaising with local tradespeople to ensure continuity of services (electricians, plumbers, etc.).
3. Event preparation as required to include regular Board meetings, Engineering Meetings, etc.

Ideally you will:

1. Demonstrate strong Administrative skills with the ability to manage and prioritise own workload.
2. Demonstrate effective problem-solving skills combined with excellent attention to detail.

A confident verbal and written communicator.

Be IT Literate especially in Microsoft Office programs such as Word, Excel and Outlook.

Record and update all health and safety & insurance documentation to make sure the business is fully compliant.

Maintain the company van fleet, servicing, parking.

Maintain the company asset list.

Confidential document creation and administration, record keeping.

Perform any ad hoc reporting as required.

WHY WORK FOR CHRIS LEWIS?

1. Attractive Salary.
2. Birthday off.
3. Annual leave increasing with service, plus bank holidays.
4. Auto Enrolment Pension with contribution.
5. Reward and Recognition Platform.
6. Free barista coffee and soft drinks.

This job description is not intended to be all-inclusive. Employees may perform other related duties as negotiated to meet the ongoing needs of the organisation.

The Chris Lewis Group is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.