HR Administrator - Fixed Term Maternity Cover

Zodiac Maritime is the largest privately-owned ship management company in the UK with a worldwide trading presence, recognised reputation for performance excellence and headquartered in London. Our culture is friendly, team orientated and collaborative. We hope you will consider our company as the next step in your career.

We are currently looking for an experienced HR Administrator to join our busy HR team on a fixed term maternity cover contract.

Key Responsibilities:

Administration Responsibilities

• Support the HR team with daily diary management and workflows to achieve the smooth running of wider team projects and HR delivery across the floor
• Support with the formatting of key documentation, reports and presentations, ensuring attention to data entered is accurate
• Communicate clear, precise and confident verbal and written communication skills, with the ability to send out clear communication on behalf of the team to the Company
• Take ownership of HR filing systems; ensure files are saved consistently and in line with company policy
• Maintain accurate and up to date employment records, including HR Files and HR Systems; adhere to GDPR legislation and ensure best practice
• Input all new joiner details into the HR system in a timely manner
• Take ownership and recording of staff sickness absences in the HR Database and ensuring that self-certification forms for absences are completed
• Monitor probation periods; advise HRBP of upcoming dates
• Respond to employment, mortgage, tenancy and any other reference requests for employees
• Conduct bi-annual checks to ensure all Job Descriptions, Expression of Wishes forms and Emergency Contact details are current and update relevant HR files as required
• In the absence of team members, field incoming calls and provide any feedback where possible

Recruitment and Selection

• Take accurate briefs on vacancies, liaising with agreed recruiting partners as and when required
• Place adverts on relevant job boards
• Record a summary of all CVs and applications received per vacancy
• Ensure that candidates receive acknowledgement / confirmation on the outcome of their application
• Coordinate the interview timetable
• Generation of all offer paperwork for new starters

Onboarding

• Coordinate the onboarding process for all new joiners; ensure relevant departments are notified in a timely manner – i.e. IT, Facilities, Payroll
• Prepare and coordinate new employee induction schedules
• Prepare new joiners paperwork
• Ensure requested new joiner information is returned on a timely basis
• Ensure the referencing process is completed to the required levels

Offboarding

• Ensure the leaver process is completed efficiently and relevant departments are notified in a timely manner

Training

• Assist in the development and implementation of the training and development programme
• Identify and assess the suitability of training providers in accordance with training objectives and budgets
• Book and coordinate training for employees
• Collect and record course feedback from employee on completion of the course
• Ensure individual training records are current and accurate; with supporting documentation where appropriate, i.e. course certificates

Long Service Awards

• Monitor long service award anniversaries and arrange award as appropriate: certificates; watches; and approved gift.
• Coordinate presentation of long service award.

Benefits

• Assist with the administration of employee benefits scheme.

More About You:

• CIPD qualified, or evidence of working towards it would be useful but not essential
• 2 years administrative experience within a generalist HR function is essential
• High level of computer literacy and competency in Microsoft Office, Outlook and Excel
• Experience of Microsoft Talent software would be advantageous
• Working knowledge of employment legislation
• Proven understanding of HR Policies
• Demonstrated strong interpersonal skills to facilitate and maintain relationships with staff at all levels and departments within the business
• Exceptional organisational skills and ability to work well under pressure
• Enthusiastic, self-motivated, proactive, resourceful with excellent attention to detail
• Experience of prioritising changing workflows with strong time management skills and the ability to use initiative to resolve conflicting priorities
• Ability to adapt to changing circumstances and direction of the business needs; be willing to work in new ways and accommodating of change
• Professional, friendly and approachable, even under pressure
• Ability to adapt interpersonal style according to the situation and team members involved
• Discreet and trustworthy, able to deal sensitively with private and confidential information

Candidates must have the right to live and work in the UK