HR and Office Admin

Shivom is actively seeking a motivated HR & Office Administrator to join our dynamic HR team based in Brentford London. In this role, you will bridge the gap between specialist candidates and our internal/external clients, helping shape our recruitment and HR functions to meet our expanding business needs.

Key Responsibilities

Human Resourcing:

• Employee Record Management: Maintain accurate and up-to-date employee records using cloud tools.
• Attendance & Leave Tracking: Monitor and record attendance, holidays, and other leaves.
• Performance Reviews: Design and implement monthly performance review processes.
• Disciplinary Actions: Conduct disciplinary meetings, ensuring compliance with company policies.
• Policy Management: Develop new HR policies and update existing ones in line with industry standards.
• Team Events: Organise events and team-building activities to foster employee engagement.
• Training & Development: Assess training needs and oversee learning initiatives for employee development.
• HR Operations: Supervise daily HR operations, including safety issues and complaints.
• Exit Procedures: Manage employee terminations, conduct exit interviews, and identify key insights for improvement.

Recruitment:

• Recruitment Process: Implement and continually improve a robust recruitment process.
• Hiring Administration: Oversee the entire hiring process, from job postings to final selection.
• Policy Review: Review recruitment policies to enhance the effectiveness of selection techniques and programs.
• Daily Management: Manage job descriptions, website postings, resource planning, CV screening, interviews, and selection.
• Negotiation & Offer Management: Negotiate pay and finalise arrangements between clients and candidates, ensuring timely distribution of offer letters and contracts.
• Background Checks: Ensure that all relevant documentation, references, and security clearances are in place before employment starts.
• Graduate Programs: Manage recruitment for apprenticeship and graduate programs.
• Events: Organise and participate in open days, career fairs, and other recruiting events.

Admin Support:

• Finance Support: Assist the finance team with administrative tasks, including managing the central Finance mailbox and processing contractor/supplier invoices.
• System Improvement: Work with the Financial Controller to identify and deliver system improvements.
• Call Management: Support the admin team by handling switchboard calls, redirecting them, and addressing queries.
• Diary Management: Assist with diary management and schedule company events.

Required Skills:

• Office 365 Proficiency: Advanced skills in Word, Excel, and SharePoint.
• Communication Skills: Strong presentation and client communication abilities.
• Critical Thinking: Analyse data and reports to provide meaningful insights.
• Organisation Skills: Track and manage various business needs efficiently.
• Attention to Detail: Ensure accurate reporting and strategic action planning.

Preferred Skills:

• Accounting Software: Familiarity with QuickBooks.
• Recruitment Platforms: Experience with Indeed, LinkedIn, and specialised platforms like JobServe.