HR Assistant

  • Location
    Ipswich, Suffolk
  • Salary
    £ 24000 - £ 26000 / Year
  • Category
    HR, Sales and Management - HR Assistant
  • Job type
    Permanent
  • Industry
    HR
  • External Reference
    JN-042021-179259

HR Assistant


A rare and exciting role to work for our client based on the Ipswich outskirts. This is a varied and busy role, offering key support to the business.



This role is to provide support for all HR activities on site and you will be working as part of a small team of 3 people, much of this role is focused around recruitment activities and maintaining records and reports. The successful candidate would need to maintain confidentiality and collaborate with the wide UK HR Team, Admin team and Managers to provide a good service for all employees.


Main Responsibilities


Provide administrative support for HR activities to ensure:



  • Records are kept up to date

  • Purchase orders (POs) are raised for all new contractors, contractor extensions and all HR activities (training, events)

  • Confidentiality and security of personal and sensitive data is maintained at all times (in line with training given)

  • HR activities are carried out in a timely manner and no actions are missed e.g. onboarding, processing leavers and recruitment

  • Employees and Contractors feel confident in the HR service they receive



Recruitment for Contractors and Permanent Staff (including Interns):



  • Supporting the HR team with recruitment (CV screening with managers, scheduling interviews, sending feedback and keeping warm messages to candidates)

  • Updating recruitment tracker and Shared Folder records to ensure compliance with GDPR

  • Ensuring candidates have a good experience with the interview process.

  • Building strong relationships with our sourcing agency partners to ensure they are effectively briefed on roles and updated regularly on new/filled vacancies


Management of Contractor and Employee Processes/Records



  • Proactively manage the contractor extension process and filing relevant records

  • Managing leaver procedures and document retention in line with GDPR best practice

  • Managing new contractor/employee induction & onboarding

  • Updating trackers, checklists and templates for HR processes in the document management system (e.g. Occupational Health Cases)

  • Using templates supplied by Payroll (intern timesheet, relocation expenses tracker, overtime) to ensure accurate data is provided to Payroll in a timely manner and employees are paid correctly



Management of Email Inbox:



  • Ensuring GDPR compliance (minimising data held) and responding to queries in a timely manner with the support of the HRBP

  • Filing emails as appropriate and deleting/filing emails as completed. Updating records in a timely manner from emails received

  • Filing and tracking CVs received before sending them out to managers for review



Employee Relations



  • Supporting managers in informal and formal discussions with employees and contractors to manage performance and conduct

  • Analysis of data to support attendance management activities.



Internal Communications and Event Management:



  • Drafting and issuing effective employee communications to support the site strategy and encourage employee engagement, e.g. around implementation of new policies or new staff initiatives

  • Sending out communications, managing attendance and ensuring successful running of events.

  • Carrying out surveys, focus groups and 1:1 interviews as required to gain feedback on HR initiatives



Identifying improvement opportunities and implementing them:



  • An understanding of continuous improvement and lean principles is desirable

  • Consider how to improve HR tasks and processes to make them more efficient and reduce "waste"



Skills/Qualifications


Essential



  • Strong organisational and administrative skills; detail-oriented and able to work to a high level of accuracy - able to check your own work for errors and sense check existing data.

  • Previous experience working in HR; familiarity with HR admin best practice

  • An understanding of key employment and other relevant legislation/best practice in HR (ACAS code, GDPR, Health & Safety)

  • Experience using Outlook, Word and Excel and willing to learn new systems



Desirable



  • CIPD Level 5 or equivalent qualification/experience

  • An understanding of continuous improvement and lean/best practice manufacturing principles

  • Experience of notetaking in formal disciplinary, investigation and grievance meetings

  • Bilingual Mandarin Chinese/English - fluent in both languages and able to work to a high commercial standard of verbal and written communication in both languages


Personal Attributes



  • Able to work calmly under pressure and to tight deadlines, prioritising work based on business requirements

  • Proactive and innovative team player who is also capable of working independently

  • Considers how to create value in their role and delivers improvements to processes

  • Strong attention to detail, communication and interpersonal skills


Working Hours



  • Working hours are 09.00 - 17.30; Monday - Friday, with a 1 hour lunch break, total 37.5 hours per week


Adecco acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. The Adecco Group UK & Ireland is an Equal Opportunities Employer.


By applying for this role your details will be submitted to Adecco. Our Candidate Privacy Information Statement explaining how we will use your information is available on our website.

Please apply with your CV to: Katherine Bleese