Contract Support Officer - HR Co-ordination & Support

Job Title: Contract Support Officer (HR Co-ordination & Support)

Reports to: Head of Operations

Job Purpose

Provide support to the Head of Operations and the Resources Support Manager (HR) to provide a joined-up HR service to employees on a daily basis. You will work alongside fellow Contracts Support Officers and regularly liaise with the client.

Main Activities and Tasks

• Collation and recording of holiday, leave and sickness absence updating the recruitment database and HR database as appropriate. Conduct RTW interviews following periods of sickness absence. Highlight absence concerns to the RSM and conduct absence reviews.
• Conduct welfare ‘check ins’ with employees as required and liaise with client occupational health to support employees.
• Maintain timesheets/clocking and overtime records, using SAP and ensuring that all inconsistencies are raised with the appropriate LH Client Management.
• Undertake company inductions and introductions with new starters.
• Responsible for accurate and timely collation, input, and submission of data to Payroll, including salary and allowance adjustments and overtime payments. Ensuring that the monthly payroll entries are audited against input and that any inconsistencies are raised with payroll and recorded.
• Forward CVs to hiring managers, escort applicants, secure meeting rooms, conduct interviews and contribute to the recruitment decision.
• Raise offer letters, contracts of employment and new starter payroll drafts for new employees. Ensure that all documentation and administrative output is produced in a professional and compliant manner and that the management of personnel files and employee correspondence is in accordance with Company procedures.
• Produce probation paperwork, annual PDR paperwork, six monthly PDR paperwork and schedule PDR appointments. Support employees and Client Management in PDR meetings.
• Liaise with suppliers including but not limited to corporate travel providers, health care cash plan providers and pension brokers.
• Co-ordination of regular personnel health screening and associated Occupational Health appointments.
• Conduct exit interviews, finish leavers with payroll and arrange the safe return of company property. Administer good show awards and long service awards in accordance with set guidelines.
• Provide general administration support to the Head of Operations and the Resources Support Manager including but not limited to photocopying, filing, raising correspondence, and completing spreadsheets.
• Co-ordinate and organise meetings and conferences, taking and distributing meeting notes as required.
• Co-ordinate training requirements for employees, liaising with training providers and maintaining accurate development and spend trackers.
• Assisting in preparation of weekly/monthly/quarterly reports as requested in order to support contract delivery including preparation of correspondence and PowerPoint presentations. Attend and conduct where necessary contract delivery and review meetings as required.
• Act as chair or notetaker in investigations, hearings and disciplinaries.
• Undertake any other duties within capability and experience as directed by the Head of Operations or Resources Support Manager.
• Maintain a ‘customer is always right’ ethos with Client Management and with company employed workers where appropriate.

Skills & Attributes

• Ability to operate in a flexible, organised, consistent and committed manner.
• Capable of working calmly and accurately under pressure to strict deadlines.
• Good interpersonal skills and a confident approach to personal communications and the maintenance of discretion and confidentiality.
• Demonstrates initiative, enthusiasm, and commitment to high quality standards.
• Ability to communicate with senior management, customers, and staff by effectively expressing ideas and information clearly and concisely in verbal and visual form.
• Ability to work in a team and to proactively support the Contracts Manager and Resource Support Manager.
• Ability to accept responsibility and willingness to learn new skills. This may include attending courses for personal development and instruction in new process, away from site if necessary.

Qualifications & Experience

• NVQ LEVEL 3 or equivalent experience in Administration or Business or Personnel Management.
• Good working knowledge of office IT applications including MS Word, Powerpoint, Excel and Outlook.
• Knowledge and experience of personnel pay and employment procedures preferable.