Office Manager/HR/PA

Shepherd Stubbs
£28000 - £30000/annum Free parking and good benefits
15 Jun 2017
15 Jul 2017
Contract Type
Full Time
Office Manager/HR/PA required for one of our fantastic clients!

You must drive and have your own transport as our client is based just outside of Bedford, they are not accessible via public transport. The role will incorporate HR administration, office management and providing a PA service to the two Directors.

Tasks that are included within the remit:-

• Provide advice and support to line managers on a range of disciplinary & grievance issues, such as violence, dishonesty, bullying and verbal harassment.
• Arranging and participating in proceedings and meetings, note taking and completing letters for meetings/recommendations or follow ups.
Absence Management / Reporting
• Recording company absences on the main database, issuing return to work forms and following up any unauthorised absences, notifying managers of any absence issues, dealing with companies’ sick plan and carrying out SSP, SMP and SPP.
• Advising line managers on absence issues.
• Manage long term sickness including referrals to Occupational Health.

Performance Management / PDR / Appraisals
• Work with external suppliers to design new PDR process.
• Advise managers on process.
• Carry out reviews 1-1 or with line managers.
• Chase up reviews from line managers.
• Analysis of PDR’s – training needs analysis.

• Scope out roles with line managers.
• Write job specifications for line manager’s review.
• Write job advertisements for line manager’s review.
• Secure advertising, e.g. job sites, agencies etc.
• Utilise social media new technology i.e. Facebook, Twitter
• Designed competencies & interview short-listing forms.
• Carry out interviews with line managers.

Training & Development
• Work with external supplier to put together a training programme on PDR process.
• Arrange and deliver PDR training to employees and managers.

• Carry out 1-1 and group consultations.
• Provide advice and support to line managers on redundancy process.
• Calculate redundancy packages.

Policy / Procedure
• Re-designed and implemented new employee handbook in line with employment law legislation.
• Continual development of HR practices and processes
Offer letters/starter packs
• Typing up offer letters and gathering documents and information for the starter packs.
• Issuing contracts of employment, amending contracts of employment and dealing with any contract queries.
• Completing inductions with new employees, improving and updating the induction pack.
• Completing Exit interviews with leavers and feeding back any relevant information / concerns to senior management team for action.
• Monthly payroll processing and administration using HR & Payroll software Equator.
• Authorising & checking timesheets/expenses.
• Carrying out salary reviews with managers.
• Carrying out reference checks on new starters, completing ex employee reference forms.

Other HR Administration
• Healthcare management and administration.
• Pensions management and administration.
• Employee Benefits management and administration.
• Monitoring all eligibility to work documentation, including reviewing visa’s and work permits (UKBA).
• Recording all staff holidays.
• All HR administration relating to employee records including scanning, filing, email, photocopying and letter writing.

Office Management / PA
• Direct management of the day to day running of the office and supporting internal departments.
• Liaise with line managers regarding administrative support.
• Support other team members with administrative assistance, if required.
• Facilities Management and liaison with third party contractors.
• IT Management and coordination liaising with the external IT support company to trouble-shoot issues, order equipment and undertake regular evaluation of the services provided.
• Ordering stationery, equipment and general office supplies.
• Authorisation of general admin/consumable, hotel and IT expenditure.
• Supervise office staff.
• Raising invoices and purchase orders.
• Organising Company events.
• Producing and collating monthly management reports for Head Office.
• Producing and collating management reports for Board Meetings.
• Diary and meeting management.
• Travel and accommodation arrangements.
• Visa administration.
• Annual renewal of Director’s memberships.
• Renewal / update of organisational memberships.
• Co-ordinate training modules as required including booking relevant

A fun place to work and a very varied role,

You will have good Word and Excel skills, be able to undertake confidential work (confidentiality is a MUST!) have a great personality, be the person that everyone wants to come to and enjoy a varied role. Hours of work are 8.30am - 5pm Monday to Friday.

Fabulous benefits and free parking