Team Assistant

Job Title: Team Assistant

Reports to: HR Manager and Head of People & Culture

Salary: £27,000.00 to £30,000.00 dependant upon experience

Hours: 39 hours per week, Monday to Friday

Location: Hybrid and travel to various service locations as required

Job Purpose Be the bridge between Senior Leadership Team (SLT), Service Managers and Kent Finance. Making sure that all admin tasks are completed to ensure the smooth running of HR and Payroll. Be the ambassador of Employment Hero and accountable for all system updates, training, and support issues.

Key Responsibilities

• Checking the onboarding details entered on Employment Hero and keeping all details updated accordingly on the HRIS.
• Answer ad-hoc queries from Line Managers and employees on all general HR and Payroll queries, escalate matters to HR Manager if further complex advice and guidance are required.
• Regular system audits i.e. data cleanse and removing employee records in accordance with GDPR and the Retention of Records Policy.
• Reporting on DBS renewals on a monthly basis, sending out DBS renewals to relevant staff.
• Ensuring MATB1 forms are submitted to payroll and letters issued in a timely manner, sending the maternity payment schedule (obtained from payroll) prior to employee going on leave.
• Expense check - Resident Mileage Monthly Check - Checking resident mileage weekly / monthly and sending to Kent Finance (Supported living only).
• Bonus checks - new starter / refer a friend.
• Management of the asset register.
• NOC / NOA updating leave, updating all changes on Employment Hero. * Processing leavers in Employment Hero, checking if they owe for a DBS, what leave is owed and from who, any outstanding debt info added to the form and send to Finance.
• Administration of sickness documentation uploaded to Employment Hero and assisting HR Manager with monthly sickness reports, trigger meeting letters, and taking minutes of meetings when required as instructed by the HR Manager.
• Mailbox Management - HR, Payroll, DBS, Hello, Welcome, Feels Like Home, daily monitoring, forwarding to relevant Line Managers/Service Teams and/or actioning of all emails accordingly.
• Administration of DWP forms and liaising with Finance over pension queries.
• Action all reference requests, letters and updating Employment Hero with copies.
• Arranging meeting rooms/lunch/travel/hotels as and when required for Managers and SLT.
• Data collation for Managers using all relevant systems.
• Assist Managers and SLT with PowerPoint presentations when required.
• Action organisational updates to be sent to all colleagues.
• Coach Managers and new colleagues on Employment Hero, be the main point of contact for all information, training, instruction, and supervision relating to Employment Hero
• Any other duties that are commensurate with the pay and grade of this role as directed by your Line Manager and SLT.

The successful person will need:

• Experience of dealing with all HR administration, processing, and filing
• Assisting Managers and SLT with information, support, instructions, and training on HRIS.
• Experience in payroll administration.
• CIPD and/or relevant qualifications in human resources and payroll
• Dealing with information of a confidential nature.
• Operational experience would be advantageous in being proficient in taking minutes at meetings when required
• Experience of working in a care environment or charity.
• Proficient in the use of Microsoft Office: Word, Excel, PowerPoint, Outlook.
• The ability to solve problems, use your own initiative, prioritise workload and manage time efficiently to meet deadlines.
• Excellent attention to detail and strong communication skills, confidence working with multiple stakeholders.
• Data Protection and GDPR.
• Work as part of a successful People Team.
• Driving license and access to a vehicle is essential as you will be visiting other company sites around the UK when required.
• Flexibility is required, including occasional evening and weekend work.

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Macildowie is a specialist recruitment consultancy with a rich history of enhancing the careers of professionals across the Midlands and the Northern Home Counties. We have an unrivalled understanding of the local market place and recruit for the majority of the region's premier employers. To search for all of our live jobs please visit us at macildowie.com.