HR Administrative Assistant (Ref:LM43851)

Centre People
13 Jan 2022
20 Jan 2022
Contract Type

The Company

A Japanese Logistics Company based in City of London is currently looking for a HR Administrative. This role will help support the HR Assistant Manager with administrative duties, dealing with all business areas within the company.

Can be considered on a full time (Monday - Friday 9am - 5pm) or part time (Monday - Wednesday 9am - 5pm or Monday - Friday 9am - 1pm) basis

Main Responsibilities

General Admin:

  • Prepare purchase orders - set up new suppliers as and when required, create PO's in the system. Monitor incoming invoices and ensure they match agreed fees, receive invoices against PO's and liaise with Finance for payment.
  • Prepare all offer letters and contracts from existing templates based on detail provided by HR colleagues. Arrange for Head of HR approval/signature and send to prospective new hire.
  • Process LSAs - letters and annual award ceremony and order/issue plaques
  • Prepare all change to T&C letters ready for review by HR Assistant Manager
  • Prepare all salary/bonus letters for year-end process (December)
  • Undertake the leaver process - letters, removing from all systems, coordinating retrieval of equipment with business areas etc.
  • Update monthly payroll spreadsheet with all changes and send paperwork to Payroll Support
  • Provide administrative support for staff training and administer roll out of online training as required, e.g., MTI, Proofpoint etc.
  • Administer childcare vouchers
  • Prepare Monthly HR report with input from HR team
  • Scanning of paper files/manage archive process
  • Provide cover for reception over lunch/holidays

Onboarding process:

  • Correspondence with new hire in respect of on-boarding requirements
  • Conduct Verifile process for new hires
  • Inform all relevant parties of new hire arrival and coordinate pass with reception and organise meeting room for induction
  • Set up new hire in ADP, including pension and other systems HR systems ( such as Teamseer, PiiQ, Proofpoint & discount portal etc., as applicable)
  • Send over new starter forms to PMI provider
  • Stand in for HR Assistant Manager on new hire inductions
  • Issue and follow up on probation forms with line managers at 3 months and 6 months

Ideal Candidate

  • Previous experience as an administrator or has had some experience working within a HR team as an administrator
  • A level or College Diploma
  • Good personal organisational skills, the ability to prioritise work and deliver under pressure
  • Excellent attention to detail, communication skills, have a positive can-do attitude, be approachable and work well when instructed
  • Time management
  • Organisational skills
  • Excellent English verbal and written communication skills
  • Excellent interpersonal skills
  • Strive for quality
  • Understanding of compliance and confidentiality
  • Proficiency in MS Office Suite

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