Job Description
About the Role
We are recruiting for an HR Assistant who has great attention to detail and the ability to prioritise responsibilities. You will have an open and outgoing personality with excellent interpersonal communication skills. You should be proficient in the use of MS Office and HR systems, to be able to multitask and stay calm under pressure. You must also have great written communication skills and display strong problem-solving skills as well as a proactive mindset. Your aim is to provide a first-class HR technical and administrative service to your customers, delivering an all-round, professional, timely and supportive service. You will facilitate daily HR tasks that are key to the business, to provide basic professional, confidential HR support service to all employees.
In the role you will administer the whole employee life cycle and assist with the entire recruitment process, including DBS checks, reference checks, communicating with candidates, preparing offers and contracts etc. You will also be required to maintain our HR system (ADP). You will support and assist the HR Officer in delivering the HR service as well as the HR team overall, on ad hoc projects.
Skills & Experience
• Good organisational and time management skills, with the ability to manage multiple tasks and activities successfully in a timely manner.
• A flexible approach with positive energy, drive and appetite for change and a “can do” attitude, within a fast-paced working environment.
• Proven technical experience as an HR administrator or as a Co-Ordinator is essential. It is preferred that there is a relevant human resources qualification (or studying towards CIPD accreditation, level 3)
• Must have a strong understanding of HR on boarding processes and demonstrable experience. • Strong ability in using MS Office.
• Experience with HR systems.
• Outstanding communication and interpersonal skills.
• Ability to handle data with confidentiality, always using discretion.
• Confident and credible – able to communicate at every level.
• A highly organised multi-tasker with excellent verbal/written communication skills.
• Adaptable and flexible to work within a dynamic and changeable business.
• Ability to work on own initiative and under pressure to achieve deadlines.
Key Responsibilities
• Develop and maintain professional sound working relationships with all employees and the HR team.
• Maintain records of personnel-related data (payroll, personal information, leaves, turnover rates etc.) on the HR systems, to ensure all employment requirements are met.
• Liaise with other departments/functions (payroll, benefits etc.) for new starters, leavers, as and when required.
• Produce and submit regular reports on general HR activity as and when required.
• Support the HR Officer in preparation of the HR monthly reports with accuracy and attention to detail.
• Ownership of the onboarding process:
o Maintaining onboarding and leavers trackers for compliance purposes, providing regular checks and updates.
o Checking and confirming offer requests, sending accurate offer of employment paperwork within agreed timescales. Chasing documentation before start dates.
o Obtaining and checking right to work documentation.
o Creating personnel files and HR system records in accordance with onboarding checklist. Perform ad-hoc personnel file and HR system audits.
o Complete all pre-employment checks (including employment references, DBS/Security Clearance checks).
o Maintain accurate and consistent ways of work to complete end to end onboarding process in a timely manner.
o Support delivery of the HR Inductions.
• Plan and prepare probation review forms and documentation, diarise probation review dates in calendar, raising any challenges or concerns to the HR Officer.
• Daily review and management of HR ticketing service, responding to queries and prioritising requests as required.
• Management of the building including maintenance and repairs, co-ordination of non-core business suppliers; security, health & safety, cleaning, parking, supplies, furnishing and other general supplies and visitor management.
• Supporting the HR Officer with the maintenance, updating and circulation of documents, ISO9001, ISO14001 and ISO27001 policy and procedures manuals.
CTM is the Data Controller with respect to the personal information you provide during your application. We will use this information solely to process your application, and our legal basis is that you are considering taking up an employment contract with us. We may share this information with our parent company in Australia, but otherwise we will not disclose it to any other organisation. If you take up employment with us, we will keep the information for the duration of your employment, otherwise we will destroy it 2 months after the post is filled.
All the information that we ask for in application forms has to be completed for your application to go ahead. There is no profiling or automated decision making applied to the personal information you supply. You have all the legal rights with your personal data as laid out in the General Data Processing Regulation (GDPR) and the Data Protection Act 2018, including the right to complain to the Information Commissioner’s Office. Our Data Protection Officer may be contacted at EU.DPO@travelctm.com.