HR Assistant

We are recruiting a HR Assistant for our client in Aberdeen City Centre.

This is an ongoing contract role.

Purpose of Role

To provide support to a busy generalist HR team, delivering basic HR advice and providing a full HR Administration service.

Recruitment

• Provide recruitment support, i.e. liaising with agencies, setting up and conducting interviews and on-boarding employees
• Conduct new start induction presentation
• Maintain recruitment spreadsheets
• Responsible for issuing and collating completed new hire paperwork
• Process new start paperwork, and input into HRIS system
• Co-ordinate reference requests for potential new hires
• Arrange pre-employment medicals
• Calculate holiday entitlements
• Co-ordinate relocation process for overseas new hires including flights/accommodation/liaison with external bodies
• Process interview expenses
• Process probation paperwork

Employee Life Cycle

• Support SHRAs with employee status changes, processing paperwork, updating HRIS system and employee electronic files
• Responsible for working through leaver checklists
• Arrange and conduct exit interviews
• Work through Maternity, Paternity and other family friendly policy checklists
• Collate return of Performance Review & Development Forms, providing completion figures to SHRAs/HRM
• Responsible for Long Service Awards, including maintaining tracker, completing letters and distributing awards
• Process Agency Worker Regulations (AWR) requests as received from Agencies
• Travel to work scheme - assign car park spaces, liaise with external carpark representatives and maintain travel to work tracker
• Where required, assist Training & Competence with the processing of training booking requests
• Responsible for professional memberships and ensuring they are processed

Reporting

• Understand the HRIS system for 100% accuracy of International division's data
• Run reports as required to support HR Manager and Advisors in generating Management Information
• Assist with monthly, quarterly and annual G&A Headcount Budgets
• Produce quarterly audit report for HRIS
• Produce Immigration Report on a monthly basis
• Produce Attrition and Headcount report on a monthly basis and share with International Leadership Team
• Collate information in response to external requests - National Statistics, mortgage and ex-employee references responding appropriately

General

• Responsible for maintaining HRIS database
• Responsible for scholarship/placement programmes with Aberdeen University & RGU
• Support and manage absence cases as well as supporting the return to work process
• Support with organising company events
• Manage HR.UK to ensure timely responses
• Provide cover for the HR Advisor(s) when required
• Support project work as appropriate

Desired Qualities / Qualifications

Essential

• Advanced level experience of Microsoft Office Packages (Outlook, Word, Excel and Powerpoint)
• Problem solving ability
• Aware of and adheres to agreed deadlines and commitments that impact the work of others
• Confidentiality, sensitivity and professional integrity
• Ability to prioritise own workload to meet deadlines
• Experienced HRIS / System user

Preferred

• Previous experience of working within a HR team
• Superuser for HRIS
• Ability to improve current HR procedures and processes as required