HR Administrator

HR Administrator

Based in our London office, the principal responsibility is to assist the EMEA HR team with the recruitment and HR administration for the HR function. The headcount of the EMEA region is ca. 500 with ca. 250 employees in the London office. The successful candidate must be able to prioritize multiple tasks, take responsibility and ownership for several HR processes and work under pressure in a deadline-oriented environment, maintaining confidentiality at all times.

Responsibilities

Recruitment Support

• Provide support throughout the full-cycle recruitment process including scheduling candidate interviews/phone screens/VCs, coordinating travel arrangements, and disseminating information to the Recruiters, Candidates and Hiring Managers.
• Process recruitment invoices including Placement Fees, Retainers, Background Check, Relocation, and Visa's
• Launch searches in the applicant tracking system and post open positions to intranet and external sites, e.g. LinkedIn, college boards, etc.
• Serve as a primary point of contact for candidates, which will entail correspondence with candidates on the status of their candidacy, coordinating interviews, greeting candidates during on-site interviews, ensure candidates at interview stage have completed Due Diligence Questionnaire and received a Privacy Notice, saving CVs and job descriptions in appropriate folders etc.
• Track the submissions and progress of diverse candidates in recruitment process via direct applicant channels, employee referrals and third-party introductions.
• Drafting and editing offer letters and employment agreements
• Updating recruitment templates to reflect policy changes including offer documents, engagement agreements, etc.

HRBP Support & Administration

• Coordinate new hire and leaver paperwork, tracking receipt of relevant documentation including conducting right to work checks, filing as appropriate
• Support the HRBP's with the administration of processes including drafting letters, updating and monitoring trackers
• Organise new hire orientations, including preparation of induction materials and ensuring content is up to date
• Liaise directly with background screening supplier to raise screenings, ensure timely completion for all new hires, and highlight any areas of concern to HR Business Partner
• Maintain trackers for the HR department including Background screening, Probation and Immigration
• Submit leaver and transfer/change notifications
• Liaise with line managers on probation status, raise any issues and draft End of Probation letters
• Run reports from HR System
• Assist in preparing materials for training programs
• Keep trackers of employee Training and draft Training approval letters
• Liaise with immigration team and support employees with applications
• Assist employees with relocation process
• Support HRBP's with the Promotions and Review process
• Updating PowerPoint presentations
• Provide additional backup/cover to HR Executive Assistant including general admin support, HR Inbox management, filing and processing invoices

Qualifications

Education & Certificates

· HR Certification or HR degree preferred, but not essential

Professional Experience

• Proven experience supporting a busy HR team ideally from an investment bank, PE or other fast paced firm
• Demonstrated experience using Excel, analysing reports and creating efficiencies
• Experience with an Applicant Tracking System or CRM System a plus

Competencies & Attributes

• Excellent Microsoft Office Skills (including Outlook, Word, PowerPoint & Excel).
• Strong organisational/project management skills and detail-orientation (attention to detail a must)
• Ability to work independently using initiative and strong follow-through skills
• Ability to effectively communicate with staff, internal/external executives, and outside vendors, etc.
• Excellent communication skills – both verbal and written
• Flexibility to juggle multiple and changing priorities in a fast-paced environment, understanding how to reprioritize.
• Ability to maintain confidentiality when exposed to situations/information of a sensitive nature
• Demonstrated ability to work effectively as part of a team
• Flexibility to work overtime as needed