Graduate PA/Administrator (HR Department)

Do you have extensive PA/Administration experience? – This is a MUST.

Are you educated to degree level?

Do you have experience working within a HR department?

Our fantastic client based in Eton are looking for someone to join them.

Ideally you are someone who knows the PA role and what is involved, but also happy to be hands on with some HR Admin/Coordinator responsibilities.

Job Summary:

The PA/Administrative Assistant will provide a full range of administrative support and office coordination responsibilities. The employee must be detail oriented; have a professional demeanour; strong organizational skills and ability to manage multiple tasks and priorities in a fast-paced environment.

Job Responsibilities:

• Provide PA support to the Director of Human Resources, including diary management, travel arrangements, gatekeeping, expenses, as well as the creation of presentations and reports.
• Provide general administrative support to the Human Resources team.
• Schedule requested on-site/off-site meetings, conference/video calls and organise catering as required.
• Attendance at meetings which requires preparation of agendas, collation of monthly reports and the taking of accurate minutes.
• Record staff sickness absences in tracker spreadsheet ensuring self-certification forms are completed and information is added accordingly.
• Conduct regular audits to ensure accuracy and consistency.
• Prepare and coordinate new employee induction schedules. Maintain induction materials and prepare packs for HR team.
• Coordinate and facilitate work experience schedules, liaising with internal and external parties, acting as a first point of contract to students.
• Generate and send out monthly employee holiday report to line managers
• Communicate and coordinate internal charitable events on behalf of the department such as; Macmillan Coffee Morning, Jeans for Genes Day etc.
• Organise and coordinate employee long service anniversaries and other company events such as the Family Fun Day and Annual Party as required.
• Ensure all personnel filing is filed accurately at all times and regular audits are carried out annually for compliance
• Maintain department specific contacts (customers, vendors, contractors…etc)
• General document management (filing, faxing, scanning, printing…etc).
• Draft letters, memos and emails as required.
• Proof-read emails, memos and reports for spelling and grammar as requested.
• Maintain a variety of reports as directed.
• Compiling department specific materials and collateral as needed.
• Special administrative projects as requested.
• Weekly tracking and recording of assigned staff locations.
• Raising purchase orders and seek authorization appropriately.
• Tracking team travel, timesheets and the approval of invoices.
• Reception cover for full time receptionist during lunch breaks, approx. 1 hour per week (shared with rest of the Administrative Services Group).
• Provide flexible cover for other administrative staff when requested.
• Phone coverage
• Provide assistance to the HR Director and Senior HR Manager with ad hoc requests and special projects as required.

Job Qualifications/Attributes:

• Previous PA experience
• Experience working with a HR Team (preferable)
• Proven ability to work in a high volume, fast-paced environment.
• Ability to communicate effectively and sensitively whether via verbal or written communications with all levels of the organization.
• Possess high level of organization skills, flexibility, and strong attention to detail.
• Good proofreading and grammatical skills.
• Ability to remain calm whilst working under pressure and show initiative.
• A highly reliable, personable, energetic, professional attitude; willingness to do whatever it takes to get the job done correctly and on time.
• Must demonstrate discretion and respect confidentiality at all times.
• Advanced knowledge of Word, PowerPoint and Excel is required.
• Good working knowledge of MS SharePoint, Visio, Project and Concur is advantageous.

Hours: 9am to 5:30pm

Salary: £30,000 TO £35,000

*Due to a high number of applications for this role, we are unable to respond to each and every application individually. If you have not heard from us within 1 week of applying, please assume your application has been unsuccessful.*