HR Administrator
Norwich Based.
£13.70 p/hr.
Fulltime Temporary to Permanent.
Hours of Work
Monday to Friday, 8:30 – 17:00 with a 30-minute unpaid lunch break (40 Hours per week).
To assist in the delivery of an effective Human Resources (HR) service to the business, the role provides both administrative support to the department whilst performing reception duties for the business, ensuring internal and external enquiries received either in person or via telephone are dealt with appropriately and professionally.
1. Meet and greet visitors at the company’s main reception liaising with security regarding the arrival/departure of visitors, hosting them until the person they are visiting is available to greet them.
2. Prepare all job offers, contracts for all new starters. Ensure all paperwork is received back promptly and chase where necessary to allow all new starters to be added to the HR and TMS systems. Liaising with the HR Officers, Training and Health & Safety Officer and the Compliance Team over arrangements for the new starter’s inductions and onboarding.
3. Preparing as required, letters and job offers for employees changing roles or terms and conditions. Actioning the changes on the TMS and HR manager system to ensure changes are processed promptly and in time to make payroll deadlines.
4. Coordination of the TMS and HR system, ensuring all date is up to date and correct. Interrogate both systems to create reports, run and adjust them for labour turnover, absence statistics and any other KPI information on a monthly basis, respond to ad hoc requests from Senior Managers.
5. Maintain confidential HR related filing systems, ensuring files are maintained in line with the requirements of GDPR.
6. Tracking short-term and long-term sickness on a daily basis to assist the HR Officers and HR Manager in the effective management of absence and ensure all absence is recorded and processed correctly on the TMS system.
7. Administration associated with employee absence – collating self-certificates and doctor’s notes from employees who are off sick (chasing as necessary), recording sickness absence on the TMS system. Liaising with the HR Officers to maintaining spreadsheet of company sick pay entitlements, as and when required to ensure entitlements are not exceeded.
8. Arranging medical appointments, within employees shift patterns, with the company’s occupational health provider to agreed guidelines around reviews to ensure appointments are optimised and all employees are appropriately advised of their OH appointment times to allow them to attend.
9. Arranging physiotherapy and counselling referrals for employees when approved by the HR Manager and keep a record of the number of appointments attended against individuals approved numbers
10. Coordinate workplace assessments with the company’s occupational health advisor, Health & Safety and Training manager and Cell/Department as required and directed by either occupational health or the HR Manager as required.
11. Liaise with security regarding out of hours calls which have been recorded in a logbook held in security and follow these up and/or forward to the relevant internal person.
12. Ensure all visitors have the correct PPE and adhere to the company rules regarding dress code.
13. Manage the PPE provision for visitors by ensuring sufficient stock is available, presentable, collected back after use and put away correctly. Ordering new PPE as required to a suitable level of stock is available.
14. Coordinate and manage employee Safety Shoe issue, liaising with the purchasing team ensuring all employees issues are resolved as efficiently and effectively as possible.
15. Be the primary receiver of all calls external and internal to business ensuring they are directly correctly and where appropriate. The post holder needs to assess the nature of the calls and ensure cold or nuisance calls are filtered.
16. Track and remind line managers to conduct probationary reviews, generate all paperwork, collate and chase responses and send out confirmation letters once approved by the HR Manager.
17. Prepare weekly agency time sheets for the gatehouse and verify timesheets are completed correctly each week before forwarding to the temp agencies for all agency temps on site.
18. Sort and open all incoming post and ensure post is distributed correctly and be responsible for the post franking area for external post, ensuring sufficient stock on ink and credit is available at all times.
19. Coordinate and manage the allocation of numbers on telephone system and be the first point of contact for any employee issues related to the system, liaising with the external provider, site maintenance department as required to ensuring number allocation and line usage is optimised.
20. Support the HR manager to ensure the end of year ‘rollover’ process for annual leave and lieu time is managed and implemented correctly to move from one holiday year to the next.
21. Administration of the monthly payroll process to the agreed timetable with payroll, including chasing and clearing down all anomalies, preparing and sending out time sheets and compiling and updating the ‘Labour Update’ sheet, ensuring this is sent to payroll on a monthly basis to allow all changes, starter and leavers to be processed correctly each month.
22. Become a key user and site expert on the HR and TMS system, assisting others and providing training for new users on how to administer the TMS system and correctly record attendance in the system.
23. Supporting the HR Manager and HR Officers with any new project work as required.
24. Any other reasonable duties as required by the HR Manager that falls within the scope of this admin based role and the department.
The post holder is expected to make decisions, related to incoming calls and deciding how to appropriately direct them within the business and which calls to filter out. As the first contact for most enquiries to the department the post holder will be expected to make decisions on which enquiries they can assist with, and which need to be escalated to either the HR Officers or HR Manager.
Arranging routine medical appointments and rescheduling to accommodate priorities to maximise attendance and minimise disruption. The post holder needs to prioritise appointments and make informed decisions on who can have appointments postponed and moved to accommodate these priorities.
Responsibility for the phone network, with responsibility for ensuring all handsets and related equipment are in working order. Post holder manages a small stock of spares and places orders for suitable replacements when required. The postholder also assigns and allocates extension numbers on the company’s telephone system ensuring the these are optimised or re-assigned as necessary.
The job holder is responsible for their desktop computer, telephone and workstation used with the workplace.
There is not direct responsibility for the line management of other employees. The post holder however is the first contact for visitors and employee enquiries to the HR department and is expected to respond and provide routine advice and guidance in line with company policy and HR Policy.
Experience
• Experience of dealing with direct enquiries from the public, employees or customers both in person and via the telephone – ideally in receptionist type role
• Some experience in HR would be desirable or working within an environment where confidentiality is important
• Knowledge and experience of HR policies and procedures and the basics of employment law would be an advantage but NOT essential.
Skills & Attributes
• Communication, interpersonal Skills (at all levels internally/externally)
• Good Telephone Manner
• Strong Computer skills particularly Microsoft office (word and excel)
• Extremely well Organised and able to prioritise and manage their own workload
• Problem solving
• Ability to show empathy and understanding
• Ability to work under pressure and with multiple distractions
• The confidence to apply common sense and initiative to resolve employee issues
• Team Player
• Flexibility
• Attention to Detail
The role is based in the HR office but occasionally may require the job holder to go out on the factory floor. The role is mainly a sedentary role although the does require the post holder to deal with enquiries at the HR window and take and organise deliveries which arrive at the main reception, so occasional lifting may be required.
Technique-Recruitment Solutions Ltd is a proud equal opportunities employer, dedicated and specialist to the engineering and manufacturing industries. We work and support some of the most well-known companies in Norfolk and Suffolk. These vacancies are being advertised on behalf of Technique-Recruitment Solutions Ltd who are operating as an employment business and employment agency