European HR Admin Assistant

Role Purpose:

As part of the European HR team your role is to assist and support the daytoday smooth running of the department and the evolution of our HR services by supporting the development ad implementation of HR initiatives and systems.

ROLE ACCOUNTABILITIES:

Your responsibilities will include but are not limited to:

Reporting

• Produce monthly organisation charts headcount sheets and organisation reports ensuring all changes are included. You will send a quarterly update to Roland Japan.
  
• People Reports monthly reports on starters leavers and vacancies.
  
• Providing any adhoc reports upon request i.e. endofyear reports for the finance team/monthly 121 reports.
  
• Manage monthly payroll reports for all European countries and update the master spreadsheet.
  
• Produce and manage the Fleet Info Sheet updating details monthly and sending to the finance team.
  
• Provide uptodate staff lists for company meetings/events.
  
• When producing these reports you will look for areas for development and suggest ways to improve or be more efficient.
  

General Administration

• Maintenance of our internal systems (Protime IHCM Actus RTA Private Healthcare Database Fleet insurance database) ensuring all information is up to date and dealing with any queries from colleagues.
  
• Manage and update staff folders HR folders and documents in SharePoint.
  
• Responsible for the Retreat the HR section of our intranet. Coming up with new content/initiatives and updating the site where necessary. This includes wellness challenges/content ensuring corporate documents and organisation charts are up to date posting internal vacancies creating staff emails etc. Encourage participation in wellness activities and ensure all staff are aware of wellness updates.
  
• Manage company Doctor appointments. Including annual health checks medicals and blood tests.
  
• Update approval flows where necessary and monitor the approval process actioning changes where needed.
  
• Collect receipts and complete the expense report each month in Concur on behalf of the HR team.
  
• Staff Training use Page Tiger system to create internal training courses for staff to be issued via the RTA. Arrange and coordinate external staff training liaise with organisations research effective courses arrange bookings and travel manage diaries and assist staff with any queries.
  
• Staff Awards keep track of long service anniversaries and employee of the month/year winners to process the necessary administration for their rewards. Assist staff with travel arrangements where required.
  
• Fleet process any parking/speeding fines and update company car insurance when necessary.
  
• Assist the European HR Team with the administration coordination and development of HR and companyrelated documents. Send updated documents to all staff when necessary collating filing and auditing the process. Ensure a high level of sensitivity and confidentiality when coordinating and processing documents adhering to policies and compliance. Documents include but are not limited to; staff handbooks contracts and offer letters role profiles and job descriptions GDPR Employee relations casework etc.
  
• First point of contact for any staff queries.
  

Processes

• Payroll Assist with monthly payroll processing. Responsible for making all necessary changes (salary increases address changes benefit changes deductions etc) within the IHCM system liaising with the European Internal Audit Manager European HR Coordinator and the payroll provider to ensure payroll is processed correctly.
  
• Benefit Schemes responsible for processing the relevant paperwork approval and administration in the relevant systems and updating staff on any changes. This includes Cycle to work Private Healthcare pensions etc.
  
• Approvals manage the approval flow system creating new flows and updating where necessary. Upload documents for all European staff (salary and benefit changes staff purchases job title changes etc) monitor the process produce the necessary documentation and update the relevant systems/reports/colleagues.
  
• Leavers Action and coordinate the administration of leavers within the company. Ensuring all necessary paperwork is produced equipment is returned systems are updated etc.
  
• Recruitment assist the European HR Coordinator with all aspects of the recruitment process.
  
• Onboarding assist the European HR Coordinator with the new hire induction process.