Job Description Job Title Senior Human Resources Administrator Reporting to Head Of Finance / (HR & Commercial Support) Summary Working alongside and reporting to the Head Of Finance / (HR & Commercial Support), the individual will primarily be responsible for all HR/ad-hoc payroll duties. Essential Job Responsibilities 1) Responsibility for key HR processes across the company. This includes, but is not limited to; annual leave monitoring, sickness and absence monitoring, disciplinary processes, retention of relevant documentation, employee contract management, recruitment process management and employee welfare management. 2) Ensuring compliance against employment law and protecting the legal position of the company as an employer. This applies to all applicable regulation, including the EU working time directive, national minimum wage, modern slavery act and statutory pay requirements. 3) Formulation, implementation, and execution of a ‘talent development’ strategy. This relates to identifying and developing the capabilities and talent of the workforce, working directly with management to implement this strategy. Examples of this could include specific individual training plans, or the progression of individuals job roles to promote professional development and promote staff retention. 4) Provide insight and technical support to management to ensure performance management processes are implemented for staff who are not achieving their objectives or performing below the required level. The individual will be required to ensure the processes are compliant, as well as providing support to the process from a human resources perspective. 5) Implementation of ‘best practise’ across all areas of HR, with the key policies and controls being documented formally to provide audit evidence. 6) Design and implementation of suitable tools to ensure all managers are supported in developing their people effectively. This should include the processes of setting and monitoring performance objectives for all staff. 7) The individual will be responsible for the ‘staff welfare’, ‘recruitment’ and ‘training’ budgets. This responsibility includes delivery of the objectives relating to those budgets, as well as ensuring they are delivered within the budgeted spend. 8) The individual will be responsible for the reward and remuneration policy to ensure that Digi, as an employer, continues to provide competitive and proportionate employee packages. This relates to both financial and non-financial areas of reward. The individual will also be responsible, work alongside the Head Of Finance / (HR & Commercial Support), for leading the pay review and bonus reward processes, working closely with the CEO throughout. 9) The individual will be required to work against a set of defined KPIs, these will be aligned to the objectives of the company. For example, staff retention levels. Reporting of performance against the KPIs is required monthly. 10) Considering the significant amount of change occurring at the company, and its ambitious plans for growth, the individual will be required to have a strong commercial background with a clear understanding of how HR and people management more widely can contribute to the overall success of the company. For example, they would be involved, alongside the Head Of Finance / (HR & Commercial Support) & Head of Sales, in establishing the commission structures for salespeople on an annual basis. 11) Given the size of the company (approx. 75 people), the individual will be the first point of contact for all HR queries with strategic level of HR support from the Head Of Finance / (HR & Commercial Support). The individual will therefore need to be confident in repelling superfluous queries in an efficient manner, whilst also dealing with significant issues with the required level of discretion and care as and when they arise. Qualifications & Skills Requirements The following qualifications are the minimum requirements to successfully perform this role. However, any equivalent combination of experience, education, and training, which provides the necessary knowledge, skills and abilities would be considered, subject to any legal and/or regulatory requirements. 1. Qualification in human resources management. (CIPD Level 3-5 or equivalent is advantageous) 2. Proven work history working as a HR Administrator is essential. 3. Knowledge or experience of payroll would be advantageous. 4. Strong accuracy and attention to detail skills. 5. Excellent communication skills both verbal and written. 6. Ability to handle and process data confidentially in line with GDPR 7. Minimum 3 years’ experience in a similar position. 8. Experience in a commercial role, or within a commercial background. 9. Fully literate in-office tools such as Microsoft Office Suite, PeopleHR & Excel. 10. Valid UK driving licence and good driving record is required. 11. Confidential, Resourceful, Self-motivated, target driven with the ability to work independently. Working Conditions 1. This is an office-based role. 2. Occasional travel within the UK. Company Description As a Global Organisation with a turnover of $1 billion worldwide, and around 3600 employees, we are now moving into a new phase of our growth within the UK. We have an exciting investment programme to grow, building on the success of our industrial business, we are now moving forward to take our exciting products into the retail, hospitality and logistics sectors and expanding our presence in the UK market. Our head office is based on our site near Cambridge. We are looking for ambitious people to join us. If you want to be a key player in our future success and believe you have the drive and skills to join our dynamic team at this exciting time of growth, then get in touch? Duties:- 1. Recruitment a. Sending Recruitment Authorisation Forms (RAF) to managers b. Assisting with the drafting/amendment of job descriptions c. Placing adverts on line d. Placing roles with agencies e. Collating applications f. Replying to applications following discussion with the line manager giving feedback to candidates and agencies g. Arrangement of interviews h. Participation in interviews (first & second interviews) i. Liaison with candidates/agencies on feedback following interview j. Making offer of employment verbally k. Collating paperwork for offer of employment/contract and sending this to successful candidate 2. New starters a. Preparation for first day and induction paperwork b. Meeting new employees on their first day c. Putting new employees onto PeopleHR d. Checking completed contract and details form e. Taking photo and ordering ID badges f. Checking Right To Work paperwork g. Liaison with Line Manager if more comprehensive induction programme is required 3. Payroll a. Completion of payroll spreadsheet on monthly basis within deadlines i. salary changes ii. personal details changes iii. overtime iv. expenses v. commission vi. deductions (private mileage) vii. absences b. Provision of information to Payroll Bureau to ensure all documents are received i.e. P45 c. Running reports from PeopleHR i.e. expenses, new starters, leavers, changes in details d. Liaison with Finance with regard to the expense’s payments on a monthly basis e. Answering questions from employees on payroll f. Process any court orders/attachment of earnings orders g. Receiving payroll reports from the accountants and answering questions h. Checking accuracy of payroll and going back to Accountants with questions/queries and amendments i. Yearend information relating to the issuing of P11d documents for employee benefits, liaison with the Finance team. 4. Sickness absence a. Management of the sickness absence system – Bradford Factor b. Updating policy in accordance with the changes required c. Updating information on People HR in relation to absences d. Running reports for monthly Board Report information e. Handling correspondence with employees and Line Manager in relation to the levels of sickness reached (BF) and issue warnings accordingly f. Set up meetings for BF appeals if required and attend to ensure policy is followed and actions are consistent across the business g. Communicate any deductions from pay to employee with reference to the Line Manager h. Liaison with Occupational Health provider to ensure we get advice on long term sickness absence/persistent sickness absence and how we can address issues make amendments to the workplace etc. 5. Uniform/Safety Shoes a. Co-ordinate uniform requirements from employees and Line Manager b. Liaise with the Procurement team to ensure that these are ordered and issued in a timely fashion c. Ensure that all requests are within a reasonable limit in terms of cost 6. Commission a. Annual collation and production of commission documentation for all of the Sales Team 7. Employee Relations a. Communications with employment law specialists in the event of any employee disputes b. Handling the setting up of grievance/disciplinary meetings c. Chairing grievance/disciplinary meetings to ensure due process is followed in line with company policies and procedures. 8. Employee Benefits a. Pension Scheme i. Liaison with ReAssure in relation to the pension scheme documentation ii. Be a point of contact for employees on the pension provision iii. Review of current pension provision with the help of an outside independent review body iv. Ensure consistency of pension offering across the workforce i.e. pension contribution rates b. Life Assurance i. Provision of information on an annual basis to the Life Assurance provider to ensure accurate calculation of premium ii. Communication of Employee Assistance Program WeCare to all new employees and existing employees c. Child Care Vouchers i. Understand and administer the scheme ii. Communicate benefit to new and current employees d. Company events/Staff Welfare i. Organise sponsorship for charity events ii. Organise ad-hoc company events such as Christmas Party, Charity coffee morning, summer event iii. Ensure all tea/coffee/water facilities are replenished on a regular basis 9. Health & Safety a. Communicate H&S induction courses to new starters b. Liaison with H&S consultant in conjunction with Mark Richardson 10. Training a. Sourcing training in line with job requirements and performance reviews as requested by Line Managers b. Liaison with external training agencies to look for best value and most suitable courses at the right cost c. Recording training onto PeopleHR in line with IS9001 requirements 11. Performance Reviews a. Facilitate annual performance review process by Line Managers b. Action outcome and provide support as required by Line Managers as a result of the Performance reviews. c. Ensure end of probation reviews are undertaken by Line Managers d. Manage skills matrix for production team ensuring this is updated on a regular basis in line with the management team 12. Facilities Management a. Various duties around the site including the organisation of maintenance, gardening and general site issues to resolution. b. Liaison with the maintenance company on ad-hoc repairs c. Liaison with various outside organisations on the servicing and testing of equipment i.e. PAT testing, emergency lighting, air conditioning etc.
Senior HR Admin