Position Title: HR Administrator

Reports to: HR Business Partner

Location: London

Summary of Position:

As a member of the HR team, to assist in the smooth running of the department by ensuring that a comprehensive professional HR service is provided to our clients and that we add value to the business objectives of the BMS Group. A broad remit, in a proactive, service-delivery focused role that supports the HR Business Partners, Head of HR, Global HR Director, Global Head of Talent Acquisition, and the Payroll Coordinator.

Key Responsibilities & Accountabilities:

Recruitment

▪ Maintain recruitment activity report

▪ Track speculative applications

▪ Co-ordinate diaries, booking interviews and rooms as appropriate

▪ Assist with creation of job descriptions

▪ Draft offer letters and contracts of employment for authorisation

▪ Conduct interviews as agreed with the HR Business Partner

▪ Assist recruiting managers with the selection process

▪ Support the early careers team with recruitment, selection & onboarding of annual apprentice cohorts

On / Off-boarding

▪ Issue new joiner correspondence upon confirmation of start date

▪ Manage starter and leaver processes with the HR management system

▪ Organise and lead the HR induction session for new employees

▪ Coordinate with stakeholders on new employees’ induction process

▪ Proactively action items & maintain the Starter & Leaver Matrix and HR systems with accurate employee details, following up on missing documentation accordingly, for UK and International processes

▪ Keep records, filing and archiving up to date, both on HR management system and in personnel files

▪ Liaise with third party vendors, including benefit intermediaries to ensure all starter and leaver information is accurately administered

▪ Monitor upcoming end of probation periods and write to employees to confirm they have passed, following liaison with managers and the HR Business Partners

▪ Request background checks, including pre-employment screening and references, through outsourced provider

▪ Conduct induction reviews and exit interviews as appropriate with starters/leavers

▪ Create & issue international benefit and payroll documentation

▪ Format, track, maintain & audit employee job descriptions

▪ Train all new employees on the HR systems

Employee Relations

▪ Provide basic advice and guidance to employees & managers on company policy related issues including absence, maternity & paternity within remit of knowledge & experience (referring as appropriate)

▪ Assist with the administration of terminations of employment including resignations, dismissals, retirements & redundancies

Management Information

▪ Ensure the HR management system is kept correct & up to date

▪ Compile & produce ad-hoc management information in a timely manner, as instructed

▪ Assist with the preparation of documentation for the annual reward process, updating HR systems where necessary

▪ Assist with the preparation of documentation as a result of the culture surveys

Learning & Development

▪ Arrange and co-ordinate work placement programmes, liaising with various stakeholders

▪ Advise on, arrange the necessary correspondence and arrange payment for those employees studying & successfully completing professional qualifications in accordance with the company Professional Qualification Policy

Payroll & Benefits Administration

▪ Provide the Payroll Coordinator with timely updates for payroll processing

▪ Provide support with administration and queries relating to employee benefit schemes, liaising with external intermediaries as appropriate

▪ Issue leaver payroll documentation (P45, P60, P11d)

▪ Create & issue annual international benefit & payroll documentation

Additional Responsibilities:

▪ Maintain and update the policy documents, letter templates, organisation charts and HR pages of the intranet

▪ Assist in the development and implementation of HR initiatives as required, including awareness days & new joiner events

▪ Provide assistance in other areas of the Company’s business as may be required

▪ Arrange authorisation and completion of references (e.g. mortgage & employment)

▪ Provide project management support to the HR team with specific related projects

▪ Ensure the company is compliant with the FCA requirements in line with SMCR

▪ Draft & create HR communications

▪ Produce marketing material for HR initiatives including diary invitations and digital signage content

▪ Manage the employee photo process including formatting of headshots, distributing to employees & updating HR systems

▪ Manage the invoice process for the HR team

▪ Monitor HR team inboxes including enquiries, events & recruitment

▪ Mentor & support junior members of the HR team

▪ Provide ongoing support to apprentices within the business as part the HR ‘buddy’ scheme

▪ Adhere to company and regulatory policies, procedures together with mandatory training requirements

Functional & Behavioural Competencies required:

Education & Knowledge Required

▪ 5 GCSEs Grade C or above (or equivalent) including Maths & English

▪ Some experience of working within an HR team

▪ Basic knowledge of HR disciplines & procedures

Excellent Administration & Organisational Skills

▪ Practical application of the Microsoft office suite

▪ Manages a range of tasks but maintains focus on deadlines and priorities

▪ Excellent attention to detail and ability to plan

▪ Highly analytical, numerate

Customer Focused

▪ Excellent interpersonal skills, adapting communication style to situation

▪ Builds effective relationships with the business and key service providers

▪ Proactive, always looks for ways of delivering a better or more efficient service

▪ Exercise solid judgement particularly handling confidential information

▪ Respectful and professional in all dealings with people at all levels, demonstrating diplomacy and discretion

Collaborative

▪ Keeps appraised of the needs and demands of the team

▪ Uses diplomacy and discretion when supporting team members

▪ Displays flexibility and takes on a range of tasks

▪ Approachable and friendly

▪ Punctual and conscientious

▪ Personally demonstrate the five BMS values and ensure that team members are aligned with these:

o Accountable

o Entrepreneurial

o Collaborative

o Empowering

o Discipline

BMS Group

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Human Resources Administrator