About the role
The Human Resources (HR)/Office Assistant is an integral role in helping us to support the work of the Foundation and its Charity Partners. Working within the Operations Team, this role will provide administrative and Human Resources system support to the Human Resources (HR) team. You will also ensure the smooth running of the London office and assist the HR/Office Manager with administrative duties covering Office and HR Management. The HR/Office Assistant will have a number of roles to perform and will need to manage a varied workload and priorities in order to service the needs of the office and the Foundation.
Responsibilities:
Human Resources
- Provide HR recruitment administrative support such as creating new vacancies in People HR (HR system), collating CVs, organising interviews, preparing interview packs, updating personal details and preparing letters and contracts
- Administer and manage holiday and sickness records, running reports and creating documents, mail merges and forms, new joiner and leaver information, creating user guides and any other ad hoc requests
- Prepare letters such as reference requests, salary reviews and changes to terms and conditions of employment
- Support with preparation of monthly Management Team meetings including creating Agenda and taking minutes
- Arrange companywide training initiatives including room bookings and catering
- Administration of the in-house Learning Management System (LMS) and maintaining training activity, including launching training campaigns, setting up new courses, running reports etc.
- Manage the administration of the weekly online All Foundation Calls on Zoom
- Process childcare voucher invoices and reports on a monthly basis
- Support the Foundations performance management process ‘Personal Outcome Plan’ – such as running reports and updating People HR user guides
- Assist Head of HR with administrative tasks such as creating surveys, running reports and creating presentations
- To undertake other duties as may reasonably be required
Office support
- Act as first point of contact for visitors
- Responsible for managing the office 2 – 3 days per week
- Assist HR/Office Manager in dealing with any office related queries such as managing supplier visits and repairs etc.
- Provide assistance to staff with enquires relating to the use of office equipment
- Assist with All Staff meetings and Away Days and organise All Staff training events
- Maintain electronic records, staff contact lists and office filing system on Teams to ensure speedy and efficient retrieval of information
- Undertake administrative duties such as taxi/hotel/room bookings and venues for meetings, catering, etc.
- Collection and distribution of mail
- Manage the issuing of security cards and assisting with other general IT tasks as required
- Assist the HR/Office Manager in carrying out Health and Safety Procedures and with the maintenance of Health and Safety records for all staff
- Responsible for organising all stationery and office supply order
- Responsible for maintaining the office desk booking spreadsheet
- To undertake other duties as may reasonably be required
How to apply
For more information and to apply click here