Station Administrator

Swissport; Greater London; On-site; GBP 25,000 - 35,000; Full time

Job summary

Swissport is seeking an administrative support role to handle a range of office tasks, document processing and employer-related activities. You will work within the Shared Service Centre framework to ensure smooth HR workflows and administrative accuracy.

Responsibilities include onboarding tasks, document processing, payroll amendments, and maintaining files in line with GDPR requirements, while supporting a busy team in a fast-paced environment.

Qualifications

• Proficient in O365 Sharepoint, MS Office Word, Excel and Taleo.

Responsibilities

• Provide administrative support locally.

Skills

Good interpersonal skills

Ability to follow process

Ability to work as a team

English language proficiency

Tools

O365 Sharepoint

MS Office Word

MS Office Excel

Taleo

Job description

Role Summary

Provide efficient and effective local administrative support.

Responsibilities

The following responsibilities are associated with this job role:

• Managing security interview
• Issuing job offers and employee contracts of employment
• Attending inductions to biometrically enroll new employee (s) on their first day within the business and to explain referencing and DBS check process.
• Assisting employee(s) with ADP enrollment
• Processing of all temporary, full and renewal airport ID passes (including referencing and Gateway system)
• Processing and issuing car park pass applications
• Maintaining employee (s) paper and electronic personnel files in line with GDPR
• Processing and issuing airside vehicle permits
• Processing and issuing tools of the trade permits
• Preparing minutes of meetings
• Managing station stationary requirements in line with budget
• Ordering of unifroms in line with budget
• Processing eye car vouchers
• Answering general telephone enquiries
• Managing invoice administration through appropriate software system
• Processing post
• Notifying shared Service Centre of all new starters
• Notifying Shared Service Centre of all leavers
• Managing and reconciliation of petty cash budget
• Processing expense claims for employees not registered on WebExpenses
• Processing hotel, flight and car bookings for employees not registered on Egencia
• Managing of water coolers and printers
• Processing manual payroll amendments that cannot be processed through Kronos
• Processing all forms in relation to self-certification, doctors certification, fit notes, pension opt out, trade union subscription cancellation and trade union release.

The list is not exhaustive and may vary depending on local customer requirements and expansion of the Shared Service Centre

Qualifications

• Proficient in O365 Sharepoint, MS Office Word, MS Office Excel and Taleo
• Good interpersonal skills
• Ability to follow process and procedures and apply flexible approach when required
• Ability to work as a team in a fast-paced environment
• Ability to speak and understand English language

The list is not exhaustive and is not intended to restrict the scope of the job but clearly define a starting point and may vary depending on location and local customer requirements.

Career Progression

Career Progession in line with the Swissport Shared Service Centre and HR Team.

Company Training Modules

Training modules in accordance with Swissport Global and Western Europe standard training selector and Swissport Western Europe Planning technical requirements.

GDPR

• Swissport has strict obligations under the General Data Protection Regulation 2016/679 (“the GDPR”). Compliance is therefore a responsibility embedded in all roles. Specifically, however, you are required to actively support and assist the business with compliance, both in your daily duties and in respect of ad hoc projects and activities. You are expected to demonstrate good practice to direct reports, and actively promote a culture of compliance.

DIVERSITY & INCLUSION

• Swissport and its employees have a strict duty under the Equality Act 2010, not to be discriminatory in their treatment of colleagues and customers, on the basis of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, and sexual orientation. Compliance with equality and diversity principles is therefore a responsibility embedded in all roles. Specifically, you are required to:
• comply with equality and diversity policies and treat all colleagues and customers with dignity and respect (including in virtual and digital environments);
• respond positively, inclusively, and supportively to the different needs of colleagues and customers by reason of their protected characteristics;
• report and act upon all instances of discrimination, harassment, and bullying;
• proactively support direct reports to understand their responsibility for equality and diversity, including identifying and facilitating development where required. Ensure performance is measured against key performance indicators, to mitigate the risk of discrimination;
• proactively comply with, model, promote, and embed equality and diversity principles, in daily duties, project work, and strategic planning, to promote a culture of zero tolerance, an environment in which colleagues and customers feel safe and respected, and champion the value the business affords to equality and diversity;
• ensure changes to policies and practices are screened for compliance with equality and diversity principles, and embed compliance as a key performance indicator in strategic planning and project work;
• evaluate operational decisions to assess the impact on policies, procedures, and strategies with reference to equality and diversity.

[NOTE: This is not exhaustive and may vary depending on location and operational / local customer requirements.]