Job Description

Name: Job Title: People and Culture Administrator

Job Purpose

This role involves providing administrative support to the People and Culture Team in all aspects of the daily operations of the Department including maintaining personnel records, documentation and administering routine personnel correspondence.

You will be involved in many aspects of P&C and will cover a variety of tasks on a daily basis.

You will assist the team members with the recruitment process, routine payments and payroll, scanning and filing, collation of

materials for meetings and production of reports. You will also assist with the planning and organisation of the well-being

programme.

You will ensure that you maintain confidentiality of information at all times and bring any anomalies or problems to the attention

of the People and Culture Assistant Manager and Head of People & Culture.

Corporate & Professional Responsibilities

• To promote and support the aims and image of the firm.

• To develop and maintain effective working relationship with all colleagues.

• To co-operate with colleagues to promote an open and supportive environment.

• To carry out duties in a careful and professional manner acting in a way that supports and upholds the reputation of

the business.

• To be a role model for maintaining the highest standard of ethical conduct.

• To establish and develop working relationships based on confidence, trust and respect, exhibiting professional and

personal integrity at all times.

Job Responsibilities/Accountabilities

Objectives

• To build and maintain effective relationships with all staff, employment agencies and other HR/P&C specialists,

tailoring communication styles to specific audiences and demonstrating emotional intelligence.

• Build a close working relationship with directors, managers and staff to ensure an effective knowledge base of staff

matters or staffing needs.

• Ensure that communication is reviewed prior to issuing in line with firm’s procedures. Make decisions confidently and

provide the rationale, considering possible issues and risks.

• Provide consistent high quality service and show a clear understanding of client needs and identify opportunities that

can add value to the firm and working practices.

• Answer day-to-day queries from staff in relation to People and Culture duties and respond promptly to all

communications in a consistent and professional manner.

• Ensure procedures are followed appropriately so that high quality work is produced.

• See issues from the perspective of others and demonstrate awareness of their priorities, even if these views do not

match your own.

• Proactively look for ways in which the service given to staff can be improved and report this to the Head of People

and Culture and/or People and Culture Assistant Manager.

• Ensure the Head of People and Culture and/or People and Culture Assistant Manager are informed of any issues,

both positive and negative, as soon as they arise.

• Plan projects in advance to ensure all necessary information is available and that deadlines are met.

• Check with other team members to make sure that tasks/projects are completed or are progressing according to plan

and keep the Head of People and Culture and/or People and Culture Assistant Manager up to date.

• See issues from the perspective of others and show awareness of their needs and priorities.

• Look for ways to improve and better meet objectives as well as ways to improve efficiency.

• Keep abreast of new P&C initiatives and make suggestions for continuous improvements to P&C processes and

procedures.

• Attend relevant professional development courses or HR/P&C seminars and keep up to date with new HR/P&C

initiatives and enhance personal development.

• Seek feedback from others about own performance and proactively develop self by identifying learning opportunities.

• Maintain a level head whilst prioritising multiple commitments, behaving consistently, and dealing patiently and with

composure to own and others’ demands.

• Remain positive even when faced with setbacks or difficult situations and keep problems in perspective.

Other Duties

• Provide assistance with any reasonable duties which may be required from time to time by the Head of People and

Culture, People and Culture Assistant Manager or Directors.

• Provide administrative assistance to the People & Culture Team with the recruitment and onboarding of staff. Ensure

all administrative tasks relating to staff appointments are dealt with effectively and all legal and regulatory

requirements of the organisation are met.

 Job Description

• Assist with the administration of the health scheme and other relevant staff benefits.

• Assist with routine payments, the monthly payroll, Tax and Social Security returns procedures and the administration

of group pension.

• Research and assist with the organisation of wellbeing events and initiatives.

• Assist with the recording and storage of all legally required documentation pertaining to the People and Culture

function.

• Maintain accurate staff records and produce information on a regular basis as required by senior management.

• Produce ad hoc reports and statistics as necessary.

• Maintain strict confidentiality of all information pertaining to salaries and personnel information and ensure that

access to files and information is restricted to those with the necessary authority.

• Collaborate with other members of the team on various projects.

Key Attributes

Knowledge

• Minimum of 5 GSCEs, including Maths and English at C grade or above

and awareness of business objectives and strategies

• Be prepared to undertake and attain the CIPD Qualification

Skills

• Excellent communication skills

• Effective planning and organisational skills

• Accuracy and attention to detail

• Ability to work in a timely manner and to meet deadlines when under pressure

• Within reasonable time frame become proficient in Microsoft and confident in learning and adapting to relevant P&C

applications and technology

• Good numerical skills

Attitudes

• Provide consistent, professional and up to date service with a commitment to best practice

• Pro-active approach to all People and Culture related matters

• Establish, maintain and develop business relationships based on confidence, trust and respect

• Ability to work independently, use initiative and to prioritise work

• Demonstrate positivity at all times, with supporting approach regarding management decisions and commercial

awareness

Scope

• No direct reports

Regulatory Requirements

• Demonstrate full adherence to all GFSC regulatory and Data Protection requirements

Possible next career steps include

• People and Culture Senior Administrator