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The Team
The HR Team is responsible for the development of HR strategy in line with the firm's vision and values, and effecting this through the design and implementation of HR policies, practices, and initiatives across all areas of people management including recruitment and selection, professional development, diversity, employee relations, pay and benefits, and organisational change and development.
Scope
- Provide comprehensive, proactive operational support for and within the HR Team and more broadly to the firm’s HR function. To ensure that operational procedures, systems and processes are co-ordinated and aligned with the HR team’s aims and objectives as well as with the firm’s business imperatives for excellence.
- Take ownership of standalone tasks with support from and providing updates to colleagues as appropriate, and in accordance with SLAs.
Responsibilities
General
- Provide administrative and organisational support to the HR Team including typing, preparation and distribution of correspondence and documents and other office related tasks as requested from time to time.
- Support the Client Group teams to proactively manage all correspondence across the employee lifecycle including; changes to terms and conditions of employment, family related leave, secondments, flexible working requests and any other items which require written confirmation of changes.
- Complete wider processes for all employee process including updating the HR system, reports, checklists, updates to payroll, etc.
- Conduct HR follow up meetings for assigned groups.
- Support the Client Group teams with meeting bookings and arrangements as required.
- Other ad hoc telephone and email correspondence as required.
- Deal with e-filing/scanning/printing/photocopying requests for the HR Team.
- Prepare leaver letters and complete relevant leaver administration.
- Arrange Exit Interviews and ensure appropriate leaver processes are followed.
- From time to time, support the HR Business Partners or other team members with note taking at meetings.
Policies, Projects and Other Duties
- Maintain up to date process notes for all aspects of the HR Assistant role.
- Continually review the efficiency and usability of the HR intranet, HR Systems and processes and make recommendations for enhancements where appropriate.
- Involvement in the annual review of updating HR policies and template
Human Resources information systems and reporting
- Be a proficient user of all HR systems including: HR database system (Cascade), Peakon (WorkDay), Chrome River, and WorkRite. Have a working knowledge of other systems and software including OneHub, Allhires, Slido and the Performance Leader appraisal system.
- Ensure timely and accurate updates to the HR system both proactively and as requested.
- Update monthly HR reports.
- Assist with reports throughout the year when requested.
- Ensure checklists for client group’s ER matters are up to date at all times and the relevant document is saved in the individual HR files. Follow up with others whose actions are outstanding.
- Ensure compliance with data protection legislation in accordance with the firm’s policies and procedures.
Other
- Maintain and update the new joiner presentation.
- In conjunction with HR Director and Head of HR Operations, plan and execute team training via our HR Academy.
- Administer voucher and flower orders.
- Support the HR team with CIPD membership renewal.
- Support the HR Director and Head of HR Operations with meeting preparation/ support as needed.
Partnership with colleagues
- Provide seamless cover in the absence of other Operations colleagues, complete a handover on their return and prepare the same in advance of your absences.
- Work alongside your colleagues collectively, particularly at busy times, to ensure deadlines and priorities are adhered to.
Skills and Experience
- An experienced team Assistant, HR Assistant or an accomplished Senior Administrator looking to take the next step.
- Previous experience in a professional services Human Resources Team desirable but not essential.
- Strong MS Office skills.
- Clear speaking, listening and written communication skills.
- Demonstrates strong organisational skills with the ability to multi-task, proactively prioritise workload, and keep colleagues informed of progress.
- Excellent attention to detail.
- The ability to use common sense and judgement.
- A collaborative, discrete but communicative and open approach (within HR).
- Strong customer service and team work ethic.
- May be part/fully CIPD qualified. This is not essential.
