IIR Ltd: Human Resources Administrator

Reporting to: Human Resources Director

Location: 29 Bressenden Place, London, SW1E 5DR

Hours of work: Full time (9am – 5.30pm)

Website:

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IIR (Institute for International Research)Ltd believes passionately in the power of knowledge and skills to act as a lasting catalyst to organisational achievement. Established in 1973, IIR is now the world's largest Human Capital company with a global network of 45 businesses and 116 operating units. Every year, IIR works with hundreds of thousands of business executives providing them with knowledge and skills through training, conferences, seminars, e-Learning, blended solutions, exhibitions, consulting and mentoring.

IIR owns the complete spectrum of an organisation’s business knowledge and skills needs. IIR’s Exhibition companies provide market and product information; IIR’s Conference and Training companies provide business ideas and proficiency; and IIR’s Performance Improvement companies provide strategic direction through consulting and behaviour change through training, mentoring and reinforcement.

Overview of position

We are looking for a bright, highly motivated individual to support an HR Officer & Director. The department is challenging and the work fast paced but you can rely on the team members to be supportive and to always go the extra mile for each other.

You will need to be tenacious and not afraid to muck in as we don't have time to cover for someone who won't pull their weight. Common sense & a can do attitude are rewarded here - you can guarantee that you will receive great coaching & mentoring but sometimes you will have to 'just get on with it'.

The team, like the rest of the company, are open to new ideas and ways of doing things - but be warned, if you come up with an idea you may be tasked with delivering it. This is not a job for the feint hearted or clock watchers who just 'want a job' - but if you want to be part of a truly supportive team, are prepared to 'do what it takes' on occasion even if that means the odd weekend (and we do mean odd) or late night, feel HR is something you want to succeed at then maybe, just maybe this could be the job for you.

The package

As an employee you will have access to a wide range of corporate discounts upon starting employment, in addition to an award-winning benefits package upon successful completion of your probation period (including an interest-free season ticket loan). You’ll also be eligible for company-funded Private Medical Insurance after 1 year and a Company Pension Scheme (with Company contributions).

Job summary

General Administrative Duties

  • To provide a general support function in the HR department
  • Filing, scanning and archiving
  • Maintenance of HR database/records
  • Answering internal and external telephone and email queries
  • Assisting employees with the ADP e-Payslip software and InformMyBenefits (online holiday planner/benefits site)
  • Assist line managers with recording team absences
  • Update company literature when required
  • Preparing letters and information packs as necessary
  • Updating the SAP system with any changes of information
  • Update tracking spreadsheets
  • Chasing for letters to be returned
  • Sending informative emails to all company staff
  • Co-ordinate inductions and staff training
  • Assist HR Director and HR Officer with project work when required

Starters

  • Providing assistance for new starters
  • Preparation of general letters, references & employment contracts using templates
  • Checking documents proving eligibility to work in the UK, in addition to necessary qualifications
  • Inputting employee data into SAP in good time for the monthly payroll deadline
  • Co-ordinating regular HR inductions
  • Assisting with ADP e-Payslip registration

Leavers

  • Liaising with line managers regarding leave dates & leavers forms
  • Preparing necessary letters and information for exiting employees
  • Inputting leavers data into SAP in good time for the monthly payroll deadline

Recruitment

  • Maintain relationships with recruitment agencies
  • Liaise with agencies throughout the recruitment process
  • Distribute CV’s as required
  • Check job vacancies and upload onto the company intranet and internet
  • Investigate additional methods of cost effective recruitment
  • Co-ordinate the new starters process (prepare & send contracts, arrange employee passport verification visits, chase for outstanding new starter paperwork, etc.)

Benefits

  • Assisting with queries regardingflexible benefits, season ticket loans, eye tests and corporate discounts
  • Liaising with Group HR team regarding any issues with benefits providers and the online benefits system
  • Helping probation passers make an informed choice on which benefits they may wish to take
  • Assisting employees with their log-in details

Monthly & Ad Hoc Reporting

  • Employee absence reports for the HR Officer to analyse
  • Disaster Recovery reports and distribute to the relevant divisional managers
  • Monitoring of Tasks report in order to maintain accurate database records
  • Probation report and request probation forms from managers

Health & Safety / Facilities / Business Continuity Planning (BCP) / Corporate Social Responsibility (CSR)

  • Co-ordinate and carry out DSE (Display Screen Equipment) Assessments
  • Notify HR Director of any concerning employee health issues
  • Arrange for suitable equipment to be provided as required
  • Ensure that all new employees complete the compulsory online DSE Assessment
  • Assist with the planning & implementation of departmental moves and desk planning
  • You may also be involved in BCP & CSR projects

HR Systems

  • ADP: ePayslips
  • SAP: HR Information System
  • Compel: HR Information System which holds data prior to our switch over to SAP
  • Vebnet: our bespoke online holiday planner & benefits portal
  • Experience in these systems is not essential. We will provide training on the above systems so you just need to be computer literate and wiling to learn.
Personal Spec

-A university graduate (or equivalent)

-Proficiency in Microsoft Office software (in particular Word and Excel) and general IT literacy

-You must be robust and comfortable working with all levels of seniority

-Have the ability to work autonomously using common sense and initiative

-Have exceptional organisational and time-management skills

-A concern for quality & accuracy

-Highly literate & observant

-A logical thinker and explainer

-Ability to prioritise workloads under pressure

-Sense of urgency

-Experience of working in a fast-paced, office environment is desirable

Occasional travel to other offices (usually in London) may be required.

Interested applicants should send their CV and covering letter to Jill Symes (HR Director) or for further details on the position please contact Jill on 0207 017 7070.