Casual Worker & Pay Administration
Checking eligibility to work documentation
Processing contracts and claim forms
Keeping up-to-date, accurate records
Undertaking pension assessments – to establish eligibility for auto enrolment
Updating and communicating changes to the Casual Workers policy
Clearly explaining/communicating/training on guidelines around the hiring of casual workers
Onboarding
Responsible for making all HR arrangements for new staff following a job offer
Carry out compliance checks including eligibility to work, references in line with the Inter Agency Misconduct Disclosure Scheme and any other checks in line with the IDS Recruitment & Safeguarding policies
When applicable and with support from the HR Coordinator, administer certificate of sponsors and support new staff with their visa applications
Prepare contracts, offer letters, payroll documentation and any other information for new joiners, working with other members of the HR team and managers to ensure salary offers are in line with IDS policy. Ensure all documentation is completed accurately and in a timely manner
Undertake pension assessments – to establish eligibility for auto enrolment
Carry out individual one-to-one HR inductions
Administer and coordinate the new staff induction event
Work with the HR Advisor on a project to improve induction processes at IDS
International working
Support the Director of HR and HR Advisors with administering applications for international working placements
Prepare and collate documentation for setting up ‘Employer of Record’ arrangements
Committee Administration & Coordination
Responsible for organising and administering a range of formal employment and other committees to ensure they run smoothly and efficiently
Provide committee and meeting support such as scheduling, venue preparation, catering, agendas, papers, minutes and track actions
Work with the Director of Research to administer the Sabbatical scheme
General HR Operations & Administration
Process contractual changes for existing staff, such as change of hours, etc. accurately and in a timely manner
Support Employee Self-Service (ESS) and Manager Self-Service (MSS) users
Arranging meetings, including room bookings and catering arrangements
General administrative duties including processing invoices, filing, archiving, ordering stationery
Maintain secure digital files and support with policy, guidance and intranet updates
Handling employee enquiries – providing good customer service and referring to HR Team members where appropriate
Monitor the HR shared inbox: acknowledge, triage and respond to routine enquiries professionally; signpost or escalate non-routine/sensitive matters
Processing HR’s monthly credit card statements with clear supporting evidence
Support the HR Advisors to carry out monthly payroll checks, resolve simple discrepancies, and flag complex issues promptly
Supporting administration of Safeguarding processes, including facilitating DBS checks
At busy times, supporting the recruitment processes
Attend training to build skills and keep knowledge current-Any other duties considered reasonable for this role
Training Outcome:There is the possibility of a full-time job upon successful completion for the apprenticeship.Employer Description:The Institute of Development Studies (IDS) is a global leading institution for research, teaching and learning, and impact and communications, based at the University of Sussex. We are ranked first in the world for development studies by the QS University Rankings, together with the University of Sussex. We are also ranked best international development policy think tank.Working Hours :Monday to Friday with work-based learning and any required attendance at Chichester College. Times to be confirmed.Skills: Communication skills,IT skills,Attention to detail,Organisation skills,Team working,Initiative,Follows Procedures,Methodical,Willingness to learn,Maintains confidentiality,Meets Deadlines,Able to prioritise,Enthusiastic....Read more...
Reception Responsibilities:
Greeting clients and visitors face-to-face and providing support, ensuring legal advisors are advised as soon as possible to ensure that clients aren’t left waiting in reception for [a long time/longer than 5 minutes].
Book clients in so that we have a record of who has arrived at our offices and who they are meeting.
Answer all telephone calls quickly (ideally within 3 ring cycles) and courteously, directing calls to their destination without delay, ensuring that our clients and visitors always have a positive experience and perception of our firm.
Ensuring that accurate and detailed messages are always taken and emailed to the appropriate person in a timely manner.
When answering the telephone, please ensure that the caller’s name, telephone number(s), company name (if appropriate) and email address are taken and sent to the legal advisor.
Manage the firm’s enquiries email inbox, ensuring that all enquiries are dealt with in a timely manner and passed to the appropriate person as soon as possible and in line with our service commitments. These messages may be new enquiries to the firm or existing clients and contacts; it’s really important that these are dealt with as soon as possible.
Maintaining all meeting rooms and the general reception area, ensuring that all items are replenished and refreshments are always available. This also means that meeting rooms and the reception area must be kept clean and tidy at all times. Meeting rooms must be presentable for the start of each and every meeting and also clean at the end of each day, so they are always ready for the following morning. This will also include cleaning the coffee machines and washing up crockery and cutlery as and when this is required.
To observe, record and monitor visitors/deliveries to the office, alerting your manager of any concerns.
To maintain high security standards by monitoring visitors, site engineers, deliveries, etc., and securing the offices on leaving the premises each day.
To carry out general postal duties as and when this is required, such as opening and preparing incoming and outgoing mail, and organising courier deliveries.
To maintain motor vehicle records in respect of all employee vehicles in order to contact individuals if there are any parking issues.
Ensuring that all accidents are accurately recorded in the “Accident Book” and informing the Facilities Manager of any accidents that have occurred during the working day.
You will also be required to assist the Northampton office with front-of-house responsibilities as and when this is required by your manager
Administration Responsibilities:
Effectively photocopying and scanning documents as and when required.
Effectively file documents electronically in a timely manner.
Liaise with colleagues and clients, when appropriate, providing clear and helpful communication.
Provide all relevant information to all teams efficiently and effectively.
Demonstrate proficiency with Microsoft Office applications and other relevant software.
Assist with managing post requirements to include scanning all posts to relevant electronic files.
Assist with ad hoc accounting and billing tasks, ensuring accuracy and timely processing.
Prepare documents as requested, ensuring accuracy in line with the firm’s standardisation policy.
Ensure all records are meticulously maintained and up to date.
Assist with managing telephone calls professionally and directing enquiries as appropriate.
Training:Business Administration Level 3 apprenticeship standard.Training Outcome:Future progression to an administration role.Employer Description:Joining EMW you will be surrounded by likeminded people, who are passionate about providing great service to our clients. You will have a great opportunity to make a valuable contribution, take ownership of your work, and be exposed to a wide variety of legal matters and expertise. As part of our team, we believe you will be part of something special. We are striving to create a working environment where everyone reaches their full potential, where our teams are flexible, friendly, and inclusive with a clear focus on growth and success.Working Hours :Monday to Friday from 9:00am to 5:30pm.Skills: Communication skills,IT skills,Attention to detail,Organisation skills,Customer care skills,Team working....Read more...
