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HR and Training Administrator - Marlborough

Human Resources
Ref: 335 Date Posted: Tuesday 18 Feb 2020

Job Title: HR and Training Administrator

Location: Marlborough SN8

Salary: Negotiable dependent on experience

Hours: 37.5 - Working Hours: Monday – Friday

 

 

Job Purpose 
To provide high quality, accurate and efficient HR and Training administration support to the HR Team, and a robust and reliable HR and Training customer support service to all  employees.

 

In conjunction with the HR Advisor, be the first port of call for employees and external recruitment and training partners relative to any HR and training-related queries; ensuring a high level of confidentiality, discretion and integrity at all times.

Dimensions
 

This role will provide HR and training administration support to the Senior HR Manager and HR Advisor, who provide a HR business partner and HR support service to 100+ employees across the business in the UK, the US and Australia.

Principal Accountabilities
Human Resources:

 

HR Team
 

• Arrange Weekly HR Team Meetings, coordinate team meeting agenda and minute meetings   including action items

• In conjunction with HR Advisor and Senior HR Manager, write and maintain HR process manual to be stored in MS Teams

• Back up support for HR Advisor for basic HR-related queries during periods of absence

 

You Manage HR System
• Respond to any queries from employees on You Manage HR System’s content, processes or modules, liaising with “You Manage HR” for guidance as required

• Input, maintain, and regularly check and update employee files and documentation on “You Manage” HR System, ensuring due diligence, completeness and accuracy of employee records 

• Process leavers and set up exit interviews to be completed by HR Advisor or Senior HR Manager

• Update sickness absence records on “You Manage” HR System and run regular reports for HR Team Meetings

• Run other HR data reports as required by Senior HR Manager and HR Advisor (training, turnover, appraisals etc.)

•Ensuring GDPR compliance by keeping employee records and information confidential and adhering to GDPR processes always

 

Recruitment/Induction
• Update job descriptions and adverts for campaigns 

• Collate CVs, book interviews and provide timely feedback to internal and external candidates following a GDPR compliant process for sharing candidate data via MS Teams

•  Prepare all offer letters, contracts of employment & new starter packs 

• Provide support with, and facilitate inductions for new starters, and ensure their paperwork is processed and filed

•  Ensure Visa and Right to Work administration is obtained as part of onboarding

 

Contractual Changes/Changes to Terms and Conditions
• Produce documentation for changes in Terms and Conditions in a timely manner with guidance from the Senior HR Manager and HR Advisor, always ensuring a high standard in terms of accuracy of content, and quality 

Payroll
 

• Assist HR Advisor with preparing and processing monthly payroll collaborating with external provider as required and ensuring all relevant payroll updates and changes are reported on and documented in MS Teams

 

Performance Development
 

• Oversee, and regularly report on the You Manage Performance Appraisal module, and report on completion rates of performance appraisals, objective-setting and personal development objectives

• Assist with following up on performance appraisals, objectives and personal development objectives

•  Set up and monitor probationary reviews for new starters keeping line managers, HR Advisor and Senior HR Manager informed as appropriate

 

Training

• Support the HR Team with coordinating and delivering training for employees across all departments, to include manager training (HR Skills Workshops, World Class Manager) and any other internal and external training courses (i.e. Dignity at Work, Presentation skills, Mental Health Awareness training), to include managing room bookings, liaising with training providers and delegates, sending joining instructions, arranging catering, always being mindful of and taking into account any special needs

• Process training request forms and handle external course bookings and enrolments for employees whilst keeping Senior HR Manager updated on costs to inform training budget

• Manage i-Hasco online training system and administration of i-Hasco online training courses for all employees (i.e. annual GDPR training)

• Update employee training records on You Manage HR System for any training completed

• Put together, distribute or make available training delivery material as and when required

 

Main Contacts
 

Internal: HR Team, Facilities and all employees across all levels of the organisation, including stakeholders in the wider SAGE organisation

External: training providers, recruitment agencies, benefits providers

 

Decisions
Must be able to make effective and responsible decisions within defined areas of responsibility; with appropriate guidance from the HR Advisor and Senior HR Manager as required.

Complexity
Must be able to manage workload and tasks within the defined scope of the role, prioritising effectively as needed.

Impact

Has an impact at all levels of the organisation within defined areas of responsibility. 

 

Knowledge and Experience
 

Essential:

•       Experience of providing HR administration support

•       Training administration experience

•       Knowledge of the GDPR and the importance of data protection and confidentiality

•       Experience of working as part of a team, strong team-player with an excellent work ethic

•       Discretion, confidentiality and integrity are absolutely essential

•       Working knowledge of HR Information Systems

•       Computer literature- MS Office

•       Organisational and planning skills

•       Excellent communication and interpersonal skills

•       Proactive and professional at all times

•       Commercial awareness

•       Customer service focus, and passion for delivering a superb customer service

•       Able to build effective and positive relationships across the organisation

•       Basic understanding of employment law

 

Desirable:

•       CIPD Level 3 (associate membership), or working towards 

•       Knowledge and/or experience of the publishing industry

•       Mental Health First Aider (training can be provided)

 

ContactCORP are acting as an employment agency with regards to this vacancy