Professional Qualifications Administrator

We are looking for a PQ Administrator to join our Team to provide excellent administrative support to the People team, with a focus on early talent and professional qualifications.

The People function is a busy team where confidentiality, a collaborative work ethic, curiosity and a proactive approach are essential. The team provides advice and support to partners and staff throughout their entire tenure at the Firm. We deliver a full range of generalist support together with recruitment, payroll and learning and development activities.

The Team gain credibility through being proactive, responsive, creative and accurate – while this seems basic it will form the basis of success in this role.

The role

Reporting to the People Operations Senior Manager, the successful candidate will work with the operations team to provide administrative support for all aspects of graduate onboarding and professional qualifications activities. The incumbent will have excellent organisational and interpersonal skills with a flexible and enthusiastic approach to work.

The key responsibilities of the role include:

Professional Qualifications for Early Talent

• Developing a full understanding of the PQ offering and the positioning of haysmacintyre within this i.e. becoming a subject matter expert and ensuring all processes and knowledge is documented for business continuity purposes
• Booking all skills training for the trainees throughout the firm, liaising with the training provider and working with line managers and BPs to ensure this meets the strategic needs and resourcing needs of the business
• Booking all exams for the trainees throughout the firm
• Keeping the professional qualifications tracker up to date
• Ensure all exam communication is timely, accurate and followed up on
• Supporting with the apprenticeship Levy; ensuring all relevant are registered appropriately and all leavers are processed with information for BPP/Finance dept and Levy correct at all times
• Adapting strategy as appropriate and communicating all change

Early Talent

• Working with the external recruiter to ensure all training agreements, contracts and other formal documentation are up to date and where needed, returned, and filed appropriately
• Organising, designing and running trainee induction days with the L&D team
• Constant communication with the training provider ensuring they are always updated as appropriate
• Updating Dayshape as appropriate on an on-going basis

People Team Administration

• Ensure the Grads Joiner & Leaver spreadsheet for internal use is always up to date
• Update HR documents and maintain staff records in OpenHR system

Joiner Administration

• Create contracts of employment, offer letter and training agreements for all new trainees that sit outside the graduate cohorts and also for our South African office.
• Ensure future graduate employees receive all relevant onboarding documentation and manage subsequent return of information in good time including ICAEW & BPP registrations
• Input new graduates onto Open HR and set up a personnel file for the individual
• Input new graduates onto the Bridge platform and register them for the mandatory elearning
• File all documentation into the individual personnel file for future reference

Data & Reporting

Report regularly and as appropriate, on exam outcomes

Idea Generation

At all times, your ideas will be welcome as to how we can improve, be more efficient, save time, enhance compliance etc. so please listen, research and share ideas as you wish. Laws change, market practices develop and generations want different things so keeping an eye out for interesting developments is very wise and ever so useful.

You will have:

• Experience of working in an administrative role is essential
• Working within a professional services environment would be beneficial
• A working knowledge of the People processes within a corporate environment, but the most important skill is passion and curiosity to learn
• Proven ability to support numerous conflicting priorities and balance priorities accordingly
• Excellent word, Excel and office IT skills

What you’ll need to succeed:

• Excellent administrative skills
• Knowledge of the basics of good HR/People practice and how to add value
• Knowledge of Professional Qualifications and the Apprenticeship Levy would be desirable
• Excellent attention to detail
• Extremely organised and able to prioritise workload, deal with deadlines and manage relationships with colleagues
• Team player
• Willingness and ability to help others
• Strong communication skills, both written and spoken