Key Duties and Responsibilities

• Provide comprehensive administrative support across all areas of the HR function globally, responding to general and complex HR queries and building effective working relationships with internal stakeholders and external partners.
• Produce accurate and timely weekly and monthly HR reports, including (but not limited to) headcount, starters, leavers, holiday entitlement, and sickness absence.
• Maintain and update HR systems, process maps, organisation charts, and spreadsheets, ensuring data accuracy, consistency, and compliance at all times.
• Prepare and issue all HR documentation and correspondence, including new starter packs, contractual amendments, family friendly letters, probation related letters, flexible working requests, absence management and acceptance of resignation letters.
• Ensure all employee records and personnel files are accurately maintained, with a clear and auditable record trail in line with data protection and company policies.
• Collate and prepare the monthly payroll pack, ensuring all changes across the group—such as new starters, leavers, salary amendments, changes in employment and personal data, bonuses, sickness, unpaid leave, benefits, holidays, overtime, maternity, and paternity updates—are accurately captured and submitted on time.
• Regularly review, update, and maintain HR policies, procedures, forms, and working instructions, ensuring all documentation is correctly formatted, version-controlled, and published on the company intranet.
• Raise and manage purchase orders for the HR department, monitoring and controlling departmental spend to ensure costs are accurately tracked, approved, and aligned with budgetary requirements.
• Process all authorised purchase requests for the HR department, track and monitor to ensure they are aligned with budgetary requirements
• Monitor absence management and raise concerns with relevant HRBP
• Proactively monitor and raise any pending tasks in the HR meetings and take minutes of all actions raised in HR meetings, including the monthly reviews
• Process all leaver data across all necessary platforms
• Provide administrative support across all HR processes, proactively identifying opportunities for process improvement and increased efficiency, including Resourcing & Talent.
• Ensure all data and documentation for Employee Engagement activities, such as Values Awards, Employee Forum are prepared as per required deadlines
• Act as the main point of contact for the office in Crumlin and HR-related visitors, answering calls from security regarding visitor arrivals, completing visitor forms, and coordinating access for HR related visitors including, occupational health providers, interview candidates, benefits providers, and other external parties to ensure a professional visitor experience
• Deliver HR inductions to new starters, ensuring all day one employment requirements are met, including the verification and recording of proof of right to work and background checks in line with statutory and company requirements, chasing references, signed job descriptions, booking probation meetings and follow up on probation extensions and acknowledgement.
• Take accurate and discreet minutes during confidential HR meetings as required, ensuring sensitive information is handled appropriately and records are maintained securely.
• Regularly maintain contact with future and existing employees when needed, including during the onboarding process and any absence from work (welfare, maternity, etc.).

Qualifications and Training

1. CIPD Level 3, Qualification in Business Administration or other relevant experience
2. Mental Health First Aid – desirable

Knowledge and Experience

1. Previous HR administration
2. Knowledge & experience in the application of employment legislation
3. Supporting multiple sites as part of a global team

Key Skills Required

1. Proficient in the use of all Microsoft applications, including cloud-based applications
2. HRIS systems essential (preferably Sage People)
3. Attention to detail and accuracy
4. Excellent organisational skills

Demonstrable Behaviours

1. Ability to work autonomously
2. Proactive and customer focused
3. High standard of personal integrity, understanding the need for total confidentiality and data protection matters
4. Creative ability to problem solving and process improvement
5. Detail oriented with high standards of delivery