Job Description

The role involves ensuring accurate records are kept and maintained and that the General Data Protection Regulations Act is followed when handling sensitive employee matters.

Within the role you will be responsible for the accurate creation of offer letters, contract and change letters alongside submission of payroll data in line with payroll deadlines.

• To support & complete the HR administration processes for new starters, to include: producing offer letters, contracts and employee correspondence, pre-employment checks (including DBS checks and right to work, allergy forms, qualification and medical checks and references where required). Ensuring that all new starter paperwork is completed in line with departmental deadlines.
• To track response of reference checks and follow up outstanding requests to ensure the highest level of response is received
• Ensuring all right to work documents are verified and uploaded to HR system, providing advice to managers and employees as necessary
• Set up IT provisions for new starters and ensure equipment is organized for Senior new starters
• Ensure new starter benefits are set up and advised to payroll
• Issue new starters to Wolverhampton site with building access fobs and deal with fob queries
• Support the administration for existing employees with changes to job role
• To support the administration process for leavers
• Maintain and update HR spreadsheets to track key actions (such as starters/leavers/ visas/maternity/paternity trackers)
• Maintaining and updating the HR system with information on new or existing employees.
• To monitor the HR inbox, ensuring that allocated actions are responded to and completed in an accurate and timely manner
• Advise managers and employees on HR System queries ensuring a sound knowledge of the system
• To support the transition to a new HR system including data collection activity and UAT testing
• Ensure electronic and paper based personnel files are maintained and filing/archiving is completed in a timely manner.
• Carry out general administration tasks for the HR Department, for example; sorting post, telephone answering, filing, scanning, photocopying and taking responsibility for post being sent out on a daily basis
• Note typing for HR related meetings including investigations, statements and hearings as and when required
• Deal promptly with telephone enquiries ensuring they are followed up and that accurate messages are passed on to the relevant members of the team
• Actively support and complete tasks aligned for completion and implementation of HR/Payroll System
• Provide basic HR / Recruitment process advice and guidance on company policy related issues including absence, maternity & paternity, rest breaks, resignations - within remit of knowledge & experience
• Assist with all training activities, including booking courses, processing invoices, arranging training days, compiling training material, liaising with our training providers

Required Knowledge, Skills, and Abilities

GCSE – Math’s / English (or equivalent) is essential. CIPD level 3/studying towards or Degree would be advantageous. Experience working in a busy administration role is essential. Confident in interacting with managers and employees at all levels. Basic knowledge of HR practice & process desirable. Employment law (various areas) / contractual knowledge. Data protection knowledge – basic level. Experience working in a busy HR department – HR, Recruitment, Shared services or similar department / role would be advantageous. Customer service experience. Good word / excel / outlook / PowerPoint skills with good keyboard / typing skills. Excellent verbal and written communication skills. HR system experience. Ability to take meeting minutes to record accurately meeting content. Organized, able to plan ahead and meet deadlines / objectives. Able to work with multiple systems and processes. High level of accuracy and attention to detail. Ability to work in a team, as well as independently to complete own work. Flexible approach – to work and start / finish time where required. Willing to complete training as needed for role. Trustworthy and capable of keeping confidential information confidential.