Role Overview
We are seeking a highly organized and proactive HR Administrator to join our clients team. The successful candidate will support the HR & Infrastructure function by maintaining accurate employee records, managing office operations and providing exceptional customer service to visitors, employees and external stakeholders.
Key Responsibilities
Reception & Office Management
- Create a positive and professional impression of the company through helpful interactions with visitors, customers, suppliers and providers.
- Greet visitors and guests, ensuring they sign in at reception.
- Answer and distribute incoming calls and emails, providing excellent customer service at all times.
- Liaise with the landlord to resolve office maintenance issues.
- Maintain the coffee machine and ensure weekly cleaning.
- Maintain kitchen stock, ensuring items are replenished throughout the day/week.
- Assist in maintaining internal facilities.
- Monitor and manage the Reception inbox, distributing emails and responding to queries.
Post & Document Management
- Open, log, and distribute incoming post (internal and external).
- Log internal post-in and post-out.
- Scan all MET, MRT, ERT post, and medical records.
- Frank and dispatch external post.
- Assist with courier dispatch and identifying client reference numbers on post items.
- Maintain the post-room, including replenishing toners, restocking paper and disposing of cardboard boxes.
HR Administration
- Maintain the accuracy and integrity of employee records in the PeopleHR system.
- Assist with the Staff Absence inbox, responding to emails and queries promptly.
- Process appointments on PeopleHR, including GP, hospital, dental, physio, and personal appointments.
- Record sickness absences and ensure self-certification forms and return-to-work interviews are completed within 48 hours.
- Assist with salary deduction forms as required.
- Adhere to all HR policies, procedures and practices.
- Provide cover for other HR & Infrastructure team members during their absence.
Office Supplies & Finance Support
- Regularly stock check and order stationery and catering supplies, putting them away once received.
- Send credit card receipts to the Finance team weekly.
Ad Hoc Duties
- Carry out any other tasks or duties delegated by the HR & Infrastructure Manager or Team Leader.
Person Specification
- Strong organizational and time management skills.
- Excellent communication and interpersonal abilities.
- Ability to work independently and as part of a team.
- Attention to detail and accuracy in record-keeping.
- Proficiency in Microsoft Office and HR systems (PeopleHR preferred).