HR and Recruitment Administrator at Poole Bay Holdings Management Ltd
Poole Bay Holdings Management Ltd · Poole, United Kingdom · Onsite
- Junior
- Office in Poole
This office based part time role is on a 6 month fixed term contract.
Main purpose
The HR and Recruitment Administrator will support the HR Coordinator to implement the HR strategy so that PBH can achieve its aim of being a great place to work.
Main purpose
The HR and Recruitment Administrator will support the HR Coordinator to implement the HR strategy so that PBH can achieve its aim of being a great place to work.
Within this role you will proactively use and continue to develop our HR System (HiBob) and our applicant tracking system (Pinpoint) to drive HR process efficiency and legal compliance. The role will involve liaising with line managers, PBH employees, external recruitment agencies and job applicants providing basic HR and recruitment support.
Duties and Responsibilities
HR Administration
- Maintaining accurate and up-to-date employee records.
- Managing HR systems/databases and ensuring data accuracy.
- Preparing HR letters and documents (e.g. employment confirmations, changes to terms).
- Supporting with payroll data collation (e.g. working hours, absences, new starters/leavers).
- Assisting with HR-related queries from employees when required.
- Monitoring our HR Helpdesk ticketing system and responding to queries where possible.
- Generating and manipulating reports on HR metrics (e.g. turnover, recruitment activity, absence) to support the HR Coordinator or other departments as and when required.
- Supporting employee relations cases and, where required, taking notes in meetings.
Recruitment and Onboarding
- Ensure the correct authorisation procedure for a new vacancy is followed.
- Supporting the development of key documents and processes such as job descriptions, person specifications, job advertisements and placing of adverts on internal and external job boards.
- Liaising and coordinating with external recruitment agencies when required.
- Responding to queries from managers, potential applicants and new starters inside and outside of the applicant tracking system (Pinpoint).
- Supporting the interview process, including scheduling interviews in Pinpoint and coordinating with hiring managers.
- Undertaking all pre-employment checks against agreed standards including carrying out UK right to work checks.
- Ensuring recruitment processes are compliant with internal policies and legal requirements.
- Coordinating new hire onboarding (e.g. collecting documents, setting up accounts, scheduling inductions).
- Maintaining contact with new hires throughout the onboarding process.
- Creating and maintaining employee files.
- Adding all new starters to the HR system, ensuring all data is input accurately.
- Preparing offer letters and employment contracts.
General Support
- Assisting with training coordination and maintaining training records.
- Maintaining confidentiality and handling sensitive information appropriately.
- Drafting letters and other documentation, as required by the HR Coordinator.
- Supporting the offboarding process including final documentation and closing accounts.
- Assisting with and carrying out HR projects including various audits (e.g employee files, systems and GDPR checks).
- Undertake the full range of general administrative duties, including scanning, filing and photocopying.
- Any other duties as reasonably required within the scope of this role.
Person Specification
Qualifications
- CIPD Level 3 or above or equivalent HR administration experience [Essential]
Skills
- Accurate and quick HR and recruitment admin skills with excellent attention to detail. [Essential]
- Interpersonal skills and ability to foster strong working relationships, both internally and with third parties. [Essential]
- The ability to effectively handle a busy and varied workload, meet tight deadlines and prioritise effectively. [Essential]
- Adaptability and the willingness to be flexible in a dynamic working environment. [Essential]
- High level of IT proficiency, including MS Office (inc. Excel). [Essential]
- Ability to gather, manipulate and analyse data in order to inform decisions. [Desired]
- Strategic, pro-active, and able to work independently on own initiative, making recommendations for change, where appropriate. [Desired]
Knowledge
- Knowledge of basic employment law framework that underpins recruitment, onboarding and generalist HR procedures and processes. [Essential]
- Basic understanding of GDPR and equal opportunities. [Essential]
- Strong understanding of confidentiality especially in the context of employee and candidate data. [Essential]
- Strong understanding of HR administrative processes (e.g onboarding, contracts, background checking). [Essential]
- Knowledge of fairer recruitment processes. [Essential]
- Clear understanding of UK right to work requirements. [Essential]
- Knowledge of HiBob (HRIS) or Pinpoint (ATS). [Desired]
Experience
- Experience of working in a HR or recruitment team. [Essential]
- Experience of using HR systems. [Essential]
- Experience of using applicant tracking systems. [Desired]
- Experience of completing UK right to work checks. [Desired]
Benefits
- 25 days holiday per annum (including Christmas closure) rising to 26 days after 5 years and 27 days after 10 years, plus bank holidays (pro-rated for part-time staff)
- £200 per annum for health and wellbeing activity / gym membership (after 1 year of service)
- Voucher awards for ideas
- Social committee organising departmental events and activities
- Summer BBQ and/or Christmas party for whole company and partners
- Free parking
- Modern offices with kitchen and break facilities
- Community / Charity day with line manager approval
- Opportunity to get involved with events and initiatives to support local charities
- 1 piece of PBH branded merchandise as a welcome / thank you for being part of the PBH team!
- 10% discount at a local independent gym
- Ongoing support, development and training in line with needs of the role and business
- Financial support to cover cost of specialist eyesight tests for DSE users & glasses for DSE use (including frames that cost up to £50)
- Auto-enrolment for eligible staff - 8% Pension with NowPensions – (3% Employer & 5% Employee)
