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about 1 year ago
Magpie Recruitment
Salary: £21000 - £22000 per annum
Location: London
Job type: Permanent
Contact: James Cox
Category: HR Assistant Jobs


Reports to: HR Advisor

Principal Role:
Carry out all administration relating to the HR department; providing support to the HR

- Proven experience in an administrative or HR role

Skills Required:
- Excellent organisational skills
- Excellent written and verbal communication
- Excellent attention to detail including spelling and grammar
- Confidential and discreet
- A good understanding of the work of a HR function and its role in the business
- Able to prioritise and adapt quickly to accommodate changing priorities
- Able to work on own initiative and without constant supervision
- Comfortable working with figures and data
- Good working knowledge of Word and Excel

Desirable skills/experience:
- Demonstrated commitment to a career in HR
- Producing reports and analysing data
- Working knowledge of PowerPoint


Maintain the HR database including payroll portal

  • Enter all new starter and leaver information
  • Enter all contractual changes for existing employees
  • Re-set passwords when requested
  • Upload documents, e.g. photos, policies, appraisals, objectives
  • Maintain leave records, e.g cancelling holidays
  • Ensure that employees self-certify their sickness
  • Maintain training records e.g. ABPI certificates
  • Keep the HR team updated on any changes to systems functionalities
  • Payroll and Salary Review (under the guidance of the HR Advisor)
  • Ensure all paperwork needed to complete payroll is collated in the payroll file
  • Update the payroll spreadsheet on an ongoing basis with all changes including starters,
  • leavers, salary increases, bonuses, change of address and bank account details,
  • Childcare Vouchers, Cycle Scheme, staff loans, etc
  • Review the payroll spreadsheet each month prior to submission
  • Submit the payroll spreadsheet to payroll provider with back-up documentation in a timely
  • manner
  • Check draft payslips for accuracy against the changes for the month
  • Produce salary change and promotion letters when required

New Starters:

  • Produce offer letters and contracts of employment and take-up references
  • Log all new starters on the IT Service Desk
  • Produce induction schedules for new starters
  • Ensure HR induction presentation is up to date
  • Arrange for new starters to have their photograph taken
  • Under the guidance of HRA, ensure line managers have set objectives and scheduled
  • reviews, following up until probation is confirmed
  • Produce probationary review letters and documentation
  • Check the employee benefit choices are correct and confirm the benefit choice to the
  • relevant provider


  • Produce leaving letters to confirm leaving arrangements
  • Ensure outstanding payments are recovered and benefits are cancelled as appropriate
  • Log all leavers on the IT Service Desk
  • Arrange exit interviews

Appraisals & Training:

  • Record completed appraisal documents when returned, follow up any issues with HRA or HRM
  • Issue invitations for training courses
  • Book meeting rooms for training courses and liaise with reception regarding refreshments
  • Obtain accurate lists of attendees and update HR database with training records


  • Ensure personnel files are kept up to date
  • Log CVs on the CV register as instructed by HRA/HRM
  • Arrange for pension surgeries on a quarterly basis, ensuring rooms are booked and staff informed as appropriate
  • Liaise with relevant benefit provider regarding changes throughout the year, e.g. cancellations, change of address/name, change of monetary amount
  • Monitor and respond to queries in the HR Inbox
  • Produce regular and ad hoc reports when requested
  • Produce maternity and paternity letters for employees on receipt of a MATB1 form
  • Deal with reference requests
  • Produce work experience schedules and book H&S induction
  • Advise IT regarding changes to job titles and e-mail distribution lists
  • Handle telephone calls in the HRA/HRM's absence
  • Proactively follow up with outstanding requests, information or paperwork as required
  • Support the HR team with administrative tasks as requested
  • Undertake other ad hoc tasks as and when required

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