Job Specification – HR & Office Administrator [Part Time – Office Based]
Heaven Sends is one of the UK’s leading Home & Gift wholesalers. Trading for over 20 years, we are renowned across the industry for our quirky & unique seasonal décor. Our Head Office in Sutton Coldfield is home to over 30 members of staff, 7000 square feet of showrooms as well as offices & warehousing space.
The HR & Office Administrator will work closely with the Senior Leadership Team to ensure that critical business functions run smoothly and consistently. This role is perfect for someone looking for flexible, consistent work as part of a friendly small team.
The role-holder will be responsible for a wide variety of office administration tasks – including accurate record keeping for staff hours, payroll adjustments and holiday approvals. The successful candidate is expected to be highly organised, efficient, a self-starter and able to adjust priorities according to the requirements of our business.
Responsibilities include:
* Inputting hours on a weekly basis ahead of Payroll submission deadlines.
* Processing any deductions, sickness, holiday adjustments, staff benefits and other payroll amendments.
* Preparing contracts, offer letters and other documents for new staff members joining the business. Assisting in the setup of new staff members, ensuring they have the tools they need ready for their first day.
* Processing leavers, ensuring all aspects of leaver checklist are followed in a timely manner.
* Managing Staff Benefits for all team members (c. 70 employees).
* Reviewing & approving staff expenses.
* Liaising with our external HR services provider on individual/complex matters.
* Handling enquiries and management of the Company Car fleet & associated insurance/parking services.
* Ensuring physical filing is up to date and organised.
* Ordering office, showroom and staff supplies for multiple sites.
* Maintaining Heath & Safety records across multiple sites.
* Booking staff training with third parties, such as First Aid courses and Forklift Driver training.
* Tendering for third party contracts, ensuring good value for money with all of our suppliers.
* Review & approval of invoices relating to the above. Tracking monthly expenditure across our agency suppliers.
* Assistance in the preparation and running of company events/Trade Shows, including organising accommodation, transport and rotas for these.
* Assistance in the setup of new sites as required, including job postings, recruitment tracking, provision of services & supplies and setup of new staff on our EPOS platform.
* Coverage of inboxes for HR queries.
* Monthly Petty Cash audit & balancing.
* Note taking in meetings as required.
* Advanced capabilities with Office 365 products, including Excel, Word, Teams & Outlook.
* Experience with accounting packages, such as Sage, Xero or equivalent.
* Confident in picking up new systems.
* Confidence in face-to-face interactions.
Preferred / Beneficial
* Experience in an HR or People Focused role, able to handle incoming queries professionally, confidentially and quickly.
* A financial background, able to work accurately and track costs.
* Experience using HR / Payroll software.
Flexibility
The role is advertised at 3 days per week, with some requirement to flex up to additional days during company events (3-4 per year). The role holder will be based in our Sutton Coldfield office. Travel to other sites across the UK may be required at certain points of the year.
Pay
The rate of pay for this position is £27,500/year (pro rata).
·Holiday Entitlement of 20 days (pro-rata), plus bank holidays – baseline holiday entitlement increases with tenure.
·Ability to purchase up to 5 days (pro-rata) of additional holiday.
·Retail Discounts across a wide range of well-known brands.
·Health Insurance following completion of probationary period.
·Income Protection policy completion of probationary period.
Application
If the role sounds like it would be something you’d be interested in, please email your CV & a covering letter to (hr@heavensends.com) for the attention of Andy Jones – no agencies please.
Seniority level
* Entry level
Employment type
* Part-time
Job function
* Human Resources
* Wholesale
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