HR ADMINISTRATOR

Job Purpose:As an integral member of the HR team, the post holder will take responsibility for HR Administration within the firm, undertaking duties across a range of HR activities including payroll and benefits, data management and reporting, compliance and general HR administration.

Reporting to:HR Manager

Supervising:N/A

Liaising with:Firm-wide

Key Tasks

Payroll

  • To help support the HR Assistant in preparing the monthly payroll for our payroll bureau to process.
  • To take overall responsibility for the administration associated with changes of salary and updating the HR Assistant accordingly.

Benefits

  • To coordinate the administration of employee benefits, including holiday, travel scheme, various voucher schemes and health schemes.
  • To help support the HR Assistant with the administration associated with our Pension and Group Life Assurance scheme.
  • To ensure that all schemes are publicised appropriately and that relevant information is easily available to all employees.
  • To ensure that all processes relating to employee benefits are efficient and effective and that other members of HR are awareof any changes to process.

Records

  • To be responsible for accuratekeeping of all records in HR.
  • To liaise with relevant line managers, department managers andsecretary coodinators to ensure that the appraisal process is being appropriately documented and filed when complete.
  • To ensure that HR records are kept at all times confidential and that we comply with the requirements of the data protection act (support on the requirements of the act is available from the nominated data protection controller).
  • To ensure that all employees contracts and other documents relating to role and salary are accurate and up to date.

New starters, leavers and induction

  • To assist the HR Assistant process employee new starters, including issuing contracts, and communicating information regarding new starters to all relevant internal contacts.
  • To liaise with other members of CMT, to arrange all new starter inductions.
  • To complete the firm wide weekly update.
  • To ensure that all pre employment checks are complete and satisfactory
  • To ensure that relevant identification documents are produced by new starters and filed appropriately.
  • To ensure that all new Solicitors in the firm have an appropriate Practicing Certificate and that any other qualified professional has appropriate authorisation to practice from their regulator.
  • To process the relevant administration for all leavers.

Other

  • To work in collaboration with the HR team as appropriate.
  • To carry out ad hoc reports from our HR online information systems.
  • To help assist other members of the HR team arrange and book interviews.
  • To cover for absent colleagues and undertake other duties
  • To produce a range of HR letters and correspondence (e.g. variation to contract letters, maternity and holiday entitlement).
  • To take minutes at formal meetings when required (e.g. discipline, grievance, capability)
  • To monitor the use of fixed term contracts and ensure that issues are followed up appropriately.
  • Any other reasonable duty as requested.

Personal Competences

Essential

Right to work in the UK

Confident about learning to use relevant software and systems to a high standard

Academically astute

Experience of working in administration

Numerate, and able to apply and check relevant calculations (e.g. calculating part time salaries)

Desirable

Experience in HR

Experience of working in a similar role

Experience of using an HR Database

Personal Characteristics

  • Genuine passion for working in HR
  • Professional outlook, highly organised, able to multi task and meet deadlines
  • Proactive and flexible, with a ‘can do’, problem-solving approach.
  • Helpful and positive nature and ability to stay calm and diplomatic under pressure
  • Understanding of the importance of confidentiality and discretion
  • Resilience and determination to support HR processes
  • Detail orientated and able to take ownership of tasks

Specific Skills

  • Good IT skills including the ability to confidently use Microsoft Word and Excel
  • Strong administrative and organisational skills
  • Excellent written and oral communication skills