Job Description

The HR Administrator will be responsible for providing effective and efficient administrative support to the HR team. The post holder will act as a first point of contact for HR related administrative queries and support the team with a wide variety of HR tasks. This will include recruitment, Learning and Development administration, new starter onboarding, induction, HR inbox management as well as arranging meetings, minuting meetings, and providing light diary support for the HR Director.

The post holder will be confident and able to liaise with people at all levels across the organisation, be accurate when producing documentation and managing data and able to prioritise work in a role where there is a range of activities that require efficient management to support core HR activities.
Experience of working in a HR environment is not necessary however a good administrator with a keen eye for detail and system management is essential and willingness to be a flexible and adaptable part of a busy team.

Hours: Full time 35 hours a week, staggered start, and finish times between 8am-10am and 4pm-6pm

Responsibilities:

• Work as a member of the HR team to ensure that all administration activities which support the work of the HR team are managed in a proactive and efficient way
• Support recruitment administration including liaison with temporary employment agencies
• Prepare, review and amend letters and documents to support key HR activities
• Provide dedicated administrative support to the HR Director which could include room booking, arranging meetings and other adhoc requests
• Conduct new starter HR inductions and support exit arrangements
• Support the daily proactive management of the HR inbox ensuring that appropriate action is taken to respond and forward relevant emails to the HR team with follow up actions if needed
• Maintain and keep up to date digital employee personal files and ensuring employment records and documents are compliant, filed and retained according to data management and retention guidelines to ensure systems are consistent and fit for purpose. Support a longer term project to move to full digitization of all HR files.
• Input data into the HR information system and other agreed systems to ensure the data is considered as ‘live’ such as address changes, holiday requests etc.
• Create and maintain Excel trackers that support the HR team activities and be responsible for the consistent use and application of these as sources of accurate HR information
• Maintain structure charts, recruitment spreadsheets and HR activity trackers to ensure they are set up and utilized in the most effective way
• Participate and support administrative activities to deliver HR and projects
• Provide administrative support for external/ internal bookings including interview and activities and ensure record keeping and document management is accessible by the team and stored appropriately and as agreed
• Support with raising purchase orders, setting up new suppliers and invoice management
• Provide administration support for logging, reviewing and editing data requests within the HR Information system as well as new starter and leaver IT requests
• Ensure that the relevant HR activity checklists are up to date and stored correctly for each activity
• Work with teams across the Society such as Finance, Facilities, Procurement, Central Secretariat and IT to ensure HR administrative activities which interface with them are dealt with proactively.

Competencies:
Self-management

• Reliable and consistent 
• Output is accurate and of high quality
• Punctual and meets deadlines 
• Confident of own abilities
• Knows personal values, strengths, weaknesses, opportunities and limits 
• Gains insight and learns from mistakes

Working with others

• Willing to cooperate and share knowledge within the team and shares all relevant, critical and useful information 
• Listens to and acts upon feedback from senior colleagues and from others
• Able to give simple presentations to sectional colleagues 
• Offers their assistance if they have the capacity, without the need to be asked.
• Actively seeks opportunities for gaining feedback from others 
• Presents with confidence within own section and area of remit
• Communicates confidently, asks questions and checks for understanding 
• Values the input of others, balances that with a sense of purpose to get the job done
• Possesses self-awareness and senses situations prior to acting or communicating.

Resource management

• Is aware of and works within budgetary and resource constraints 
• Organizes own workload prioritizing according to business need
• Is flexible and adapts to changing circumstances and priorities 
• Looks for ways to improve quality or results
• Meets the standards of quality expected of their role 
• Maintains high standards
• Is able to multitask and manage urgency in a calm and practical manner. 
• performs a wide variety of tasks and changes focus quickly as demands change
• Undertakes additional responsibilities and responds to situations as they arise

Critical thinking

• Thinks tasks, queries and problems through and considers what they need to know 
• Uses relevant information when providing a service, solving a problem or dealing with a query
• Is open to new ideas and willing to try them 
• Makes decisions within well-defined guidelines
• Uses initiative to select most appropriate solution to straightforward problems 
• Prepares for problems or opportunities in advance
• Proposes various solutions or options for consideration defining the pros and cons of each

Adaptability

• Adapts to changes in workload without letting standards slip 
• Listens to and accommodates the alternative views of others
• Takes on new challenges when asked to do so 
• Is receptive and accommodating when asked to take on new projects outside of their usual job specification
• Performs a wide variety of tasks and changes focus quickly as demands change and with minimal disruption

Managing people and relationships

• Values and appreciates the importance of feedback 
• Shares responsibility for the performance and workload of the team where appropriate
• Handles requests promptly and politely 
• Respects opinions and deals appropriately with complaints
• Constructively helps others in their development 
• Addresses concerns and problems fairly, empathetically, decisively and promptly, maintaining a diplomatic and professional manner
• Manages expectations and keeps everyone concerned up-to-date on progress 
• Raises concerns and recommends potential solutions for those processes that negatively impact on relationships, customer experience or fair treatment

Required Knowledge, Skills, and Abilities

• Excellent administrative experience and evidence of supporting a range of activities to support core business needs 
• Experience of using information and data systems including data input
• Experience of working in a operational support team
• Strong interpersonal and communication skills (both oral and written)
• Excellent attention to detail
• Strong organizational skills
• Computer literate and good knowledge of MS office and SharePoint
• Proactive and solution focused
• Able to understand, work and adhere to high standards
• Able to priorities work and support the activities of a fast-paced team
• Able to work alone or as part of a team