Purpose of the Role

Reporting to the Head of Operations, the HR Administrator will be the first point of contact for all HR, ER cases and payroll related queries at Highcross supporting 100 employees. Working closely with the Centre Director, Head of Operations and all Department Managers the HR Administrator will reference HR policies and procedures to provide a consistent approach to HR processes ensuring an efficient and accurate HR service is provided to support the centre and the payroll team.

Key Responsibilities

Employee Relations

• Advise managers, team leaders and employees on queries regarding HR policies and procedures.
• Provide advice and guidance to managers to ensure Savills investigatory, disciplinary and grievance processes are correctly followed.  
• Escalate any complex or high-risk cases to Savills HR Advisor. 
• Draft and issue all investigation, grievance and disciplinary letters (invitations, outcomes, and no further actions). 
• Gather and collate evidence packs to issue to employee and disciplining manager
• Effective note taking at employee relations meetings. 
• Keep up to date with changes in relevant employment law legislation and ensure that the Company complies.

Recruitment & Selection

• Raise all Recruitment Authorisation forms and track progress.
• Manage applicants and be the local point of contact for applications from Savills website.
• Assist departments with assessment centres and interviews (choosing scenarios/activities inviting and interviewing applicants).
• Process and upload all new starters to the HR system ensuring compliance with right to work legislation and all new starter paperwork has been received prior to start date.
• Weekly review and chasing of outstanding employee documents and ensuring that this is followed up with the line manager as part of the 1-month probation review meeting.  
• Request, chase and respond to employee references, ensuring that at least 1 employer reference and 1 character reference is obtained for each New Starter.
• Draft and issue contracts and offer letters.
• Monitor probationary periods, ensuring Managers are completing reviews in a timely manner. 

Changes to Employment  

Process all changes to employment and personal details in a timely fashion which may include: 

• Following the Company’s remuneration procedure. 
• Updating the Cascade HR system with the required changes. 
• Issuing a change of contract terms and conditions letter in line with the Company’s standards.
• Ensuring the appropriate system access / company property is provided in line any changes. 

Variations

• Ensure all variations to contracts are supported with adequate authorisation and processed on HR system accordingly and within payroll deadlines.
• Monitor fixed term contract end dates and ensure Managers are taking appropriate action.
• Draft all correspondences.
• Update payroll spread sheets if applicable.

Leavers 

Process all new leaver paperwork in a timely manner which will include: 

• Process leaver paperwork and action on HR system.
• Liaising with the payroll team to establish any overpayments to be deducted and communicated to the leaver.
• Notify the relevant parties of a leaver to ensure that all company property is returned and any system access is deactivated.  
• Communicating all leavers information to the employee and arranging and supporting exit interviews.
• Liaising with the Regional HR Advisor when questionnaires have been returned.

Payroll

• Prioritise payroll tasks including absence and overtime to completion within the monthly payroll timetable
• Coordinate the monthly payroll and send to payroll team meeting all deadlines
• Deal with all pay/payroll queries, and were necessary liaise with central team

Absence  

Ensure the Company’s absence policies and procedures are adhered to at all times. This will involve: 

• Work with line managers to manage short term sickness and absence. Ensuring that return to work process has been followed and that the necessary supporting documentation has been provided. 
• Manage long term absence, arranging welfare meetings, requesting GP reports, and organising occupational health assessments when required in line with company policy.  
• Provide advice and guidance on Maternity, Paternity and Shared Parental Leave.
• Support managers with flexible working requests. 
• Initiate AWOL procedures in line with company policy.

 Probation

Ensure probation documentation is completed on the HR portal and filed in the employee electronic file, in line with required probation period timescales. This will involve: 

• Issuing probation paperwork to Line Manager’s. 
• Ensure Line Managers are aware of the necessary deadlines and timescales that should be adhered at the required intervals. 
• Confirm outcome of probation meeting reviews in writing to the employee. 

Annual Reviews  

• Provide advice and guidance to managers to ensure performance reviews are completed correctly and by the required deadline. 
• Provide regular progress reports to the centre senior management team, to include labour turnover, etc.

HR Systems 

• Regularly review the data on Cascade HR system and ensure that it is correct and up to date at all times.
• Deal with general cascade queries login details, password resets, holiday/ absence queries from staff working in close liaison with the HR and Payroll teams. 
• Process all SIA License Renewals for the centre within the required timescales and company standards ensuring that cascade is up to date and any deductions are communicated to Payroll. 
• Ensure that all Security and Customer services employees are adequately vetted in line with the Savills Procurement Policy.  

Training

• Assist with the organisation of centre training sessions when required.
• Upload performance reviews onto HR system.
• Log and monitor training requirements.

Adhoc:

• Pension applications – Paperwork and assist with any queries.
• Monitor SIA database and assist with new applications and renewals.
• Any other duties may reasonably be required from time to time.

Additional Responsibilities:   

• Attend any training and development courses as necessary.   
• Take on the role of wellbeing champion within the Centre.
• Adhere to all company policies and procedures.  
• Undertake any other reasonable duties as required to meet the needs of the Centre.  

Skills, Knowledge and Experience

Qualifications & experience

Essential:

• Minimum of 2 years HR experience gained within a facilities, retail or hospitality related environment.
• Experience in dealing with ER cases
• Holds a level 3 CIPD qualification
• Understanding the need for confidentiality when dealing with both internal and external information
• Accomplished in Microsoft Office applications including Excel, Word, Outlook
• HR system experience

Personal Specification

• Strong organisational and administration skills including attention to detail and presentation
• Adaptable and flexible and able to respond to changing priorities whilst working in a busy multi-skilled office environment
• Excellent customer service skills, with previous experience of dealing with internal and external clients
• Understanding the need for confidentiality when dealing with both internal and external information
• Polite, professional, articulate, outgoing and a confident communicator (both written and verbally)
• A high level of interpersonal skills and a willingness to work as part of a team collaborating with both the local team and also relevant head office departments
• Ability to prioritise workload and meet the daily demands of the team whilst working alone

Working Hours - Monday-Friday 9-6pm 40 hrs per week (periodic early / late shifts to support HR meetings) 

Salary - £28,000 

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Please see our Benefits Booklet for more information.