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).