Job DescriptionIf you are looking for a development opportunity, we may have the ideal role for you. IKM Testing are currently recruiting an HR Assistant, to provide HR Administrative support to IKM's International Division based in Aberdeen.
The role is required to undertake all departmental administrative duties to allow the HR team to effectively support the operational needs of the business. HR are responsible for providing seamless co-ordination of all aspects of HR administration for the company’s workforce in relation to recruitment, employee onboarding, contractual and benefits administration, performance management, absence management, disciplinary and grievance, employee engagement, and to ensure all tasks are carried out consistently, accurately, in a timely manner and in compliance with employment law and company policies and procedures.
Key Roles and Responsibilities:-
- Ensure all HR records are accurate and up-to-date across all HR systems and trackers.
- Monitor and coordinate the employee probation process.
- Process all new start/ leaver paperwork for both staff and contractors.
- Complete all New Start / Leavers / Change of Terms actions on Smartsheet where applicable.
- Contribute towards and help to ensure all policies and procedures are maintained correctly.
- Assist with the preparation of investigation meetings and co-ordinate both the disciplinary and grievance process, attend hearings as note taker where appropriate and typing of minutes for review.
- Monthly absence reporting.
- Proactively manage all sickness absences ensuring appropriate documentation is received, working with line management to manage absenteeism and assist with employee Occupational Health referrals.
- Prepare and provide HR metrics / data as and when requested.
- Contribute towards and help maintain updating HR documents, e.g. the Employee Handbook.
- Arrange and deliver HR Inductions, and issue post induction material.
- Maintain the Holiday Trackers and calculate pro-rata holiday entitlement.
- Manage the HR Inbox - provide day to day advice and guidance on HR systems, policies and procedures, escalating as needed.
- Manage and respond to general HR queries.
- Assist HR Team Lead with HR initiatives.
- Co-ordinate all staff recruitment, including; requisition approvals; advertise vacancies; monitor applications, manage / screening CV’s; liaise with hiring manager, arrange interviews; prepare and issue offer paperwork.
- Create electronic Employee / Contractor personnel folders, prepare, issue, and process contract and pre-employment paperwork.
- Manage the upload and download of signed contractual documents.
- Setup all new starts staff and contractors in all of IKM's systems as applicable.
- Maintain personal contact with employees, liaise with and develop good working relationships with both line management and other departments.
- Have knowledge of IKM's benefits and be advise employees.
- Maintain accurate employee personnel files and HR databases; handle confidential information with discretion.
- Prepare employment contracts and facilitate onboarding, including induction sessions and probation processes.
- Administer employee benefits programs, ensuring accurate processing of enrollments and changes.
- Update and maintain employee data in the HR system; generate required reports.
- Respond to HR policy and procedure inquiries; assist in employee engagement activities and HR projects.
- Liaise with payroll for monthly amendments and follow up on any payroll queries as required.
- To assist with any ad-hoc projects and data input requirements.
- Proactively manage and prioritise workload.
- Maintain confidentiality at all times.
- Represent IKM’s best interests at all times.
Requirements
Preferred:
- HR qualification or Studying towards/willing to do so.
- HNC or higher in related discipline.
- Basic understanding of employment law.
Required Experience
Essential:
- Experience within office environment.
- Highly proficient in MS Office skills, especially Excel.
Preferred:
- Previous HR administrative experience.
Personal Skills
- Comfortable handling confidential / sensitive information, to be discrete with professional manner.
- Proactive problem solver with a strong attention to detail.
- Highly organised, and able to follow processes.
- Ability to work well in a team, whilst also independently using own initiative.
- Excellent communication and have the ability to engage with employees at all levels.
- To be confident and articulate, have enthusiasm and commitment.
- Innovative with a ‘can do’ attitude and approach.
- Ability to work autonomously and also able to work collaboratively with others in the team. .
- Tenacity to complete tasks when difficulties may arise and initiative to make improvements where necessary.
- Good problem solving skills and attention to detail to produce work with a high degree of accuracy.
- Flexible approach to changing priorities on a daily basis.
- A proactive, self-motivated and delivery-oriented team player.
At IKM our people are important to us, and we strive to provide a first class employee experience, which includes:
- A fantastic benefits package - private medical insurance, pension scheme, enhanced holiday allowance, employee assistance program, health and wellness options and various salary sacrifice schemes including annual health assessments, car maintenance, tech benefits and cycle to work.
- Career development - We strive to provide an engaging and challenging environment that supports and aligns our employees careers aspirations through continual development.
- Flexible working - We understand people live different lives, where operations allow, we offer the flexibility of hybrid working and hours that suit you and us - let us know your requirements and we'll see how we can make it work.