HR & Admin Manager

Ardrossan
18,000 - 24,000 DOE + Benefits

Key Functions of Role

The position will involve (as a minimum):

  • Act as first point of contact for all HR queries and advice, supporting colleagues & managers with all aspects of employment.
  • Maintenance and regular review of company policies, procedures and personnel systems, ensuring adherence to legal requirements, advising accordingly where appropriate, and supporting awareness of policy content and implementation of HR systems and processes.
  • Management of the recruitment process for both permanent staff and consultants, including: preparation of job profiles and posting job adverts; screening of CV’s and distributing to line managers; shortlisting of candidates; liaison with prospective candidates and responding to queries; and arranging and conducting interviews.
  • Preparation & issue of offer letters, contracts, employee documentation, reference requests and carrying out face-to-face inductions for new employees.
  • Correspondence with consultants to issue role-specific Service Level Agreements, and being their point of contact for invoicing and enquiries.
  • Management of employee absences including annual leave requests, return to work forms and interviews where appropriate, recording sick notes, and where necessary, following disciplinary/grievance procedures, along with line managers.
  • Co-ordination of employee reviews between line managers & employees, attending where necessary & ensuring outcomes are recorded and saved on system.
  • Preparation of employee documentation, contract amendments and updates, maintenance of employee training matrix, and company equipment issue.
  • Procurement and management of company equipment on behalf of employees, including PPE, mobile phones, business cards, IT equipment etc. as necessary.
  • Arrangement of employee training courses (internal / external) and organisation of employee travel and accommodation where required.
  • Management of employee benefits platform and administration relating to employee benefits including healthcare and dental.
  • Preparation and management of corporate documentation, including corporate membership applications & renewals, supplier account applications, client competence documentation, compliance reviews and company insurances, always maintaining exceptionally well organised filing systems (mainly electronic).
  • Organisation of Monthly Management Meetings, preparation of competent minutes to distribute to relevant parties and follow up of meeting actions with relevant parties.
  • Project administration including sourcing quotes, new suppliers, placing orders and arranging deliveries to support site establishment as required.
  • Provision of administrative support to all directors and departments as required including assistance with arranging meetings, client requests, some correspondence, invoicing, expenses and timesheets.
  • Management of offices including arrangements for access, general cleanliness & orderliness, ordering supplies for staff welfare, liaison with suppliers (including cleaners and tradesmen) and generally ensuring company offices run smoothly.
  • Organisation of company social events including director, management get-togethers, staff events and Christmas events for each office.
  • Assistance with management and development of the company as required. Promote all services currently offered by the company, general administration and any other duties as reasonably required.

Key Attributes for Post Holder

  • Experienced administrator preferably educated to Degree level (although not compulsory, depending on experience). The candidate should hold at least a Higher / A Level in English and preferably Maths.
  • Previous experience in a similar position.  Above all demonstrate in-depth knowledge of HR law and how a company/office runs.
  • The post holder must demonstrate the ability to exercise good judgement and discretion at all times, since they will frequently be privy to confidential processes, financial data, employee records and management information.
  • Excellent communication skills essential. Ability to converse confidently with people - excellent written & spoken English with a keen eye for detail is absolutely essential for the role.
  • Excellent telephone manner & ability to remain calm in all situations.
  • Enthusiastic, self-motivated individual able to work independently and unsupervised/integrate well as a team member and generally possess a flexible attitude as the role is varied across the group of companies.
  • Exceptionally well-organised individual with the ability to prioritise workload with flexibility to multi-task.
  • Highly IT literate and competent, experienced user of all Microsoft Office software - high level of competence expected in both Word & Excel.
  • Shorthand not necessary, but it could be useful!  Above all, ability to quickly, concisely and accurately take and record minutes.
  • A common sense approach to business and Client requirements and the ability to quickly and accurately read situations is essential.
  • Smart (business appropriate) appearance, discreet nature, flexible attitude and a general commitment to do what it takes to get the job done.

Additional Information about the Position

  • This position is offered on a full-time, permanent basis.​ A six-month probationary period will start from the date of commencement of employment with the potential for intermediary reviews during this period.
  • This position is office based but will likely involve travel to other company offices to attend meetings and carry out interviews, inductions, employee reviews, requiring overnight stays.
  • This position attracts 25 days annual leave (plus bank holidays).
  • Hours of work are minimum of 40 hours per week - start & finish times are reasonably flexible provided Client and Company needs are met in full and minimum weekly hours are covered. If required by a particular deadline or other circumstance, the company may request overtime working.
  • The Company operates a formal Pension Scheme and will contribute 3% of gross basic salary to the scheme, in addition to any voluntary contributions made into the scheme by the employee. This is available after 3 months of employment.
  • The company operates a private company medical scheme, which is available to all employees. The Employee may opt to extend this to cover family members and Dental Care by a personal contribution. This is available after successful completion of the probationary period.
  • The Company makes a Childcare Voucher Scheme available through which the Employee can use the government’s Salary Sacrifice deductions. Further details of this scheme are available upon request.
  • The company offers an individual development programme which is developed with your Line Manager to establish key targets and rewards (aims based on successful achievement of targets/stepping stone) for all employees who wish to develop one.  This is aimed at personal development to the benefit of the individual as well as the Company, which may be towards specific training needs, a professional or academic qualification and/or diversification of skill levels and experience within a different field to that currently undertaken as your main role.  The company encourages everyone to develop and diversify their own knowledge base and qualifications/skills.

Application Details

Closing date:
15-Nov-2017

Liz McPhee
01344 304800
11 Milbanke Court
Milbanke Way
Bracknell
Berkshire
RG12 1RP

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