Administration Assistant

Administration Assistant within the HR department

An opportunity has arisen for an Administration Assistant to join a leading organisation based in Banbridge.

This is a Full-Time, Temporary position, initially for 6 months (has the possibility of being extended thereafter).

Working hours: Monday to Friday: 9am to 5pm (37 hours per week). There may be a requirement to work additional hours outside of normal working hours to meet the needs of the post.

With an hourly rate of £14.12 per hour.

Closing date Friday 20th Feb - Interviews W/C 23rd February

Job Role:

You will be responsible for providing the necessary administrative services within the Human Resources and Organisational Development Department as well as providing a high level of customer service to all users.

Essential Criteria:

• 1 year's relevant experience in each of the following: General administration experience, dealing with the public in a customer service capacity and the use of Microsoft Word and Excel
• A minimum of 5 GCSE's (Grades A - C) or equivalent/comparable including English Language and Mathematics
• IT proficient with the use of Microsoft Office applications
• Excellent communication skills both written and verbal - with the ability to communicate with stakeholders at all levels
• Ability to manage and prioritise a busy workload while adhering to tight deadlines
• Strong attention to detail
• Excellent organisational skills

Main Duties and Responsibilities:

• Provide a full range of administration support and advice for all HR activities in relation to the recruitment and selection process
• Produce all recruitment documentation
• Input applicants on personnel system
• Prepare interview documentation
• Organise all facilities necessary for interviews e.g. room booking, room set up etc.
• Deal with first level enquiries from job applicants
• Check and photocopy all documentation provided by candidates
• Ensure all pre-employment checks are satisfied prior to issue of offer letter
• Process AccessNI checks
• Prepare all correspondence for unsuccessful candidates
• Ensure recruitment files are complete, and PAMS is up to date at completion of recruitment exercise
• Process probationary reports
• Make all necessary administrative arrangements regarding new employees e.g. preparation of handbooks, induction packs, policies & procedures, new start forms, flexi records and creation of new personal files
• Liaise with line managers to ensure necessary induction procedures are completed and appropriate documentation is completed and filed
• Liaise with Payroll in relation to new starts, leavers and fixed term contracts, provide all necessary documentation in a timely manner and resolve queries
• Calculate annual leave entitlements and issue leave cards
• Maintain, manage, amend and update computerised and manual personnel record systems
• Maintain an up-to-date database of casual workers, produce reports and deal with queries
• Advise new employees on how to operate time recording system and be the first point of contact for any queries
• Operate the computerised purchase ordering system within the Department. Process monthly accounts and liaise with suppliers as required. Ensure that all invoices are paid in accordance with the company's targets
• Organise and co-ordinate work experience placements and assist in the organisation of and/or represent the business at liaison initiatives
• Undertake clerical and secretarial duties