HR Assistant and Office Administrator

Job Overview

We are currently seeking a CIPD level 3 HR Assistant to join Flowminder. The HR Assistant role is initially based from home but more permanently based in Flowminder’s Southampton office, providing high-quality HR support to the HR manager and wider administrative support to the organisation in the UK, Sweden and Switzerland.

Main Responsibilities

Recruitment

Working closely with the HR manager you will be involved in new talent acquisition with duties not limited to:

• Advertising
• Recruiting
• Replying to recruitment responses
• Arranging interviews
• Assisting with interviewing
• Drafting employment contracts
• Organising on-boarding
• Sourcing and liaising with recruitment agencies when required

HR Admin

You will have a good working knowledge of generalist HR procedures and will be assisting with:

• Ensuring all HR documents are filed correctly on the HRIS
• Working with HR Manager to ensure HR policies are all updated and current with legislation changes
• Update monthly payroll submission with starters, salary amendments and leavers
• Manage the administration around On-boarding/ Off-boarding of staff on Asana as required
• Organising travel (flights & accommodation) and liaising with all channels to ensure risk assessments are produced and insurance covers the travel region whilst ensuring compliance with our travel policy
• Booking external training
• Assist staff with gaining visas and correct paperwork for travel
• Prepare letters, presentations and reports as required
• Ensure the management /timely completion of appraisal meetings and all documentation filed correctly
• Help develop/ enhance the staff benefits package
• Ensure all HR paperwork is GDPR compliant

Office Administration (now)

• Manage and purchase office supplies when needed for home workers
• Book ad-hoc meeting space for group meetings including facilities, hotels, travel etc.
• Manage correspondence and queries, redirecting within the team as necessary
• Run workplace assessments to ensure Health & Safety compliance (remote)
• Schedule external applicants onto training for our Learning Management System

Office Administration (In addition to the above, when we return to the office)

• Responsible for managing the Southampton office Reception, providing a central point of contact to the team alongside welcoming and supporting visitors
• Act as the point of contact for booking rooms, reporting building issues and recommending improvements as needed to facilitate better working conditions (when we return to an office)
• Responsible for ensuring all Southampton office spaces are equipped as needed
• Maintain First Aid Kit
• Run workplace assessments to ensure Health & Safety compliance (on site)
• Fire Warden - Act as the Flowminder representative to liaise with Regus during Fire Drills
• Arrange regular testing for electrical equipment and safety devices i.e. PAT testing
• General Administration
• Provide support to the Operations Team to set, standardise and improve business processes and ways of working
• Support the effective management and maintenance of the organisation’s tools and systems, including document storage
• Maintain and update information databases and logs
• Undertake any other reasonable duties in line with your competencies as required