Job Purpose
To provide full range of HR administrative support, ensuring a level of process and record keeping efficiency for the HR function. Role operates under guidance from HR Manager and requires collaborative working approach with Payroll function.
Main Duties
- Under supervision of HR Manager; to deliver admin support and process fulfilment across the range of HR processes, ensuring smooth and timely operation
-Check and process Disclosure and Barring Service (DBS) forms supplied by staff. Maintain the central records including all DBS checks being processed, to enable tracking and evidence of completion.
-Process all probationary, induction and appraisal documentation including, chasing outstanding information, recording forms on the HR system.
- Close working with Finance/Payroll, with dedicated time commitment at Payroll delivery time each month in the final week of the month – contributing to accurate delivery of pay process and ensuring employees receive accurate and timely remuneration. Pay date is the final working day of the month from January 2026
- Assist in payroll preparation by providing relevant data (absences, leave, etc)
- To maintain HR and Payroll databases accurately and efficiently.
- HR and Payroll filing system to be maintained in timely and confidential manner, ensuring compliance with Data Protection.
- Keep personal files up to date, removing documents no longer needed and filing as necessary. Archiving leavers files.
- Compiling and maintaining paper, digital and electronic employee records, including holiday and sickness leaves
- Recruitment; process support, help with advertising internally & externally
- Supporting the recruiting manager with shortlisting & interviewing
- Onboarding of all new starters, issuing of contracts, receipt, and processing of new starter documents & RTW checks, completing ID checks.
- Working to comply with internal processes and practices
- Awareness of range of Employment Policies, including Disciplinary and Grievance, Absence Management, Company Sick Pay Policy etc.
- Minute taking/HR support during investigation, grievance & disciplinary meetings
- HR Customer Service; response to ad hoc issues, ensuring appropriate response and/or follow up from HR Manager
- Relationship building to contribute to harmonious working environment
- Employee Handbook; working with HR Manager to ensure most up-to-date material is included in latest versions online and in hard copy
-Reward & Recognition; providing support to the Pay Review process under guidance of HR Manager.
- HR Administration. Producing/printing letters and correspondence relating to employment contracts or changes to terms and conditions, under guidance of HR Manager
- Responding to reference requests, as per Management Polices & Procedures
- Attendance at team meetings as/when required
- Member of the Vector Park Wellbeing Team
- Liaising with external providers (e.g. CIPD Inform, BrightHR, H&S providers, etc)
- Maintenance of up-to-date organisation charts
- Adding/removing users from the company intranet portal
- responsible for ensuring employment permits for staff are processed, where appropriate
Skills/Competencies
· Strong IT skills – familiar with HR database systems, preferably BrightHR and Staffology payroll and also Microsoft Office suite of tools; Word, Excel, PowerPoint, SharePoint, MS Teams, etc
· Ability to work calmly under pressure and in a timely manner
· Ability to prioritise according to business needs
· Communicative – interpreting information clearly and liaising with others. Professional verbal and written communication capability
· Attention to detail – keen eye for accuracy
· Ability and passion to continuously improve processes and procedures
· Essential to demonstrate sensitivity to diversity and confidentiality matters
· Team player
· Initiative – requirement to operate in a standalone capacity as HR Manager will not always be physically present.
· Self-organisation and self-motivation
· Co-ordination and organisational skills
· Adaptable – positive response to ebbs and flows of Payroll cycle will be important
Knowledge & Experience
· Experience of working in an HR department with basic knowledge of HR processes is essential
· CIPD Level 3 or Level 5 desirable
· Ability to deal with bulk volume of administration workload essential
· Basic level understanding of the range of employment legislation areas
· Proven experience in using computerised databases and data entry
· Proven ability to work independently and as part of a team