Job Description
Position Title: HR Administrator
Reports to: HR Business Partner
Location: London
Summary of Position:
As a member of the HR team, to assist in the smooth running of the department by ensuring that a comprehensive professional HR service is provided to our clients and that we add value to the business objectives of the BMS Group. A broad remit, in a proactive, service-delivery focused role that supports the HR Business Partners, Head of HR, Global HR Director, Global Head of Talent Acquisition, and the Payroll Coordinator.
Key Responsibilities & Accountabilities:
Recruitment
▪ Maintain recruitment activity report
▪ Track speculative applications
▪ Co-ordinate diaries, booking interviews and rooms as appropriate
▪ Assist with creation of job descriptions
▪ Draft offer letters and contracts of employment for authorisation
▪ Conduct interviews as agreed with the HR Business Partner
▪ Assist recruiting managers with the selection process
▪ Support the early careers team with recruitment, selection & onboarding of annual apprentice cohorts
On / Off-boarding
▪ Issue new joiner correspondence upon confirmation of start date
▪ Manage starter and leaver processes with the HR management system
▪ Organise and lead the HR induction session for new employees
▪ Coordinate with stakeholders on new employees’ induction process
▪ Proactively action items & maintain the Starter & Leaver Matrix and HR systems with accurate employee details, following up on missing documentation accordingly, for UK and International processes
▪ Keep records, filing and archiving up to date, both on HR management system and in personnel files
▪ Liaise with third party vendors, including benefit intermediaries to ensure all starter and leaver information is accurately administered
▪ Monitor upcoming end of probation periods and write to employees to confirm they have passed, following liaison with managers and the HR Business Partners
▪ Request background checks, including pre-employment screening and references, through outsourced provider
▪ Conduct induction reviews and exit interviews as appropriate with starters/leavers
▪ Create & issue international benefit and payroll documentation
▪ Format, track, maintain & audit employee job descriptions
▪ Train all new employees on the HR systems
Employee Relations
▪ Provide basic advice and guidance to employees & managers on company policy related issues including absence, maternity & paternity within remit of knowledge & experience (referring as appropriate)
▪ Assist with the administration of terminations of employment including resignations, dismissals, retirements & redundancies
Management Information
▪ Ensure the HR management system is kept correct & up to date
▪ Compile & produce ad-hoc management information in a timely manner, as instructed
▪ Assist with the preparation of documentation for the annual reward process, updating HR systems where necessary
▪ Assist with the preparation of documentation as a result of the culture surveys
Learning & Development
▪ Arrange and co-ordinate work placement programmes, liaising with various stakeholders
▪ Advise on, arrange the necessary correspondence and arrange payment for those employees studying & successfully completing professional qualifications in accordance with the company Professional Qualification Policy
Payroll & Benefits Administration
▪ Provide the Payroll Coordinator with timely updates for payroll processing
▪ Provide support with administration and queries relating to employee benefit schemes, liaising with external intermediaries as appropriate
▪ Issue leaver payroll documentation (P45, P60, P11d)
▪ Create & issue annual international benefit & payroll documentation
Additional Responsibilities:
▪ Maintain and update the policy documents, letter templates, organisation charts and HR pages of the intranet
▪ Assist in the development and implementation of HR initiatives as required, including awareness days & new joiner events
▪ Provide assistance in other areas of the Company’s business as may be required
▪ Arrange authorisation and completion of references (e.g. mortgage & employment)
▪ Provide project management support to the HR team with specific related projects
▪ Ensure the company is compliant with the FCA requirements in line with SMCR
▪ Draft & create HR communications
▪ Produce marketing material for HR initiatives including diary invitations and digital signage content
▪ Manage the employee photo process including formatting of headshots, distributing to employees & updating HR systems
▪ Manage the invoice process for the HR team
▪ Monitor HR team inboxes including enquiries, events & recruitment
▪ Mentor & support junior members of the HR team
▪ Provide ongoing support to apprentices within the business as part the HR ‘buddy’ scheme
▪ Adhere to company and regulatory policies, procedures together with mandatory training requirements
Functional & Behavioural Competencies required:
Education & Knowledge Required
▪ 5 GCSEs Grade C or above (or equivalent) including Maths & English
▪ Some experience of working within an HR team
▪ Basic knowledge of HR disciplines & procedures
Excellent Administration & Organisational Skills
▪ Practical application of the Microsoft office suite
▪ Manages a range of tasks but maintains focus on deadlines and priorities
▪ Excellent attention to detail and ability to plan
▪ Highly analytical, numerate
Customer Focused
▪ Excellent interpersonal skills, adapting communication style to situation
▪ Builds effective relationships with the business and key service providers
▪ Proactive, always looks for ways of delivering a better or more efficient service
▪ Exercise solid judgement particularly handling confidential information
▪ Respectful and professional in all dealings with people at all levels, demonstrating diplomacy and discretion
Collaborative
▪ Keeps appraised of the needs and demands of the team
▪ Uses diplomacy and discretion when supporting team members
▪ Displays flexibility and takes on a range of tasks
▪ Approachable and friendly
▪ Punctual and conscientious
▪ Personally demonstrate the five BMS values and ensure that team members are aligned with these:
o Accountable
o Entrepreneurial
o Collaborative
o Empowering
o Discipline