HR Administrator

REED are currently recruiting for an experienced HR Administrator.


Fantastic opportunity has arose for a HR Administrator to join a large organisation based in Belfast to join the company on a Temporary Basis


This is a Temporary Job initially until July 2015 with potential to be extended.


£9.75 per hour


37 hours per week


My client is currently implementing a new HR system and part of the role will require the individual to carry out test administration, system maintenance, keying information on for migration project.  It is vital that the individual is good with figures. 


Main Duties & Responsibilities


The following reflects typical duties and is not intended to be a comprehensive description of all tasks.


1.      Process paperwork for new starts and collate all relevant docs received to process accurately through to payroll within agreed timescales.


2.      Process the termination of employees, send exit questionnaires and collate responses.


3.      Co-ordinate staff movements/increments (transfers, promotions, new location/grade/hours/pay etc) for bus staff and compile weekly/monthly information for Payroll dept. Ensure weekly and monthly staff increases are forwarded to Payroll in a timely manner, including clerical staff annual increments, and Platform staffs 6-monthly increases.


4.      Coordinate the Induction days process to include the pre-induction administration routines, attending Inductions to collect the required documents from new employees, taking photo’s for travel passes, ordering travel passes, uniform administration, and facilitate the Induction process ensuring managers are scheduled to attend on appropriate dates.


5.      Respond to requests for maternity, paternity, parental leave, flexible working, jobshares and similar requests for all staff, and ensure paperwork is processed and documents uploaded to HR employee database. Record end dates on employee database where appropriate. Place copies of correspondence in personnel files, ensuring all requests have been copied to the line manager and approved where appropriate.



6.      Process retirement requests (flexible, early, age retirement routines) for bus staff, and liaise between line managers and NILGOSC. Send written confirmation to employees to confirm retirement date.


7.      Process requests for voluntary redundancy upon request from HR Managers, and calculate associated costs for early release.


8.      Review temporary contract end dates on monthly basis and facilitate the extension or termination process in conjunction with line managers, providing guidance and correspondence. Re-issue casual contracts at the appropriate intervals and ensure an adequate overlap in contract end dates is maintained. Ensure compliance with appropriate legislation.


9.      Facilitate the probation process, updating records and providing guidance to line managers in accordance with the Probation Policy.


10.    Process subject access requests and ensure all relevant information is obtained from all sources, complying with the legislative timeframe. 


11.    Generate and issue a variety of records, statistics and reports including absence reports (monthly, quarterly and rolling back year), Inspectors, staff lists, accidents, FTE, etc.


12.    Conduct a regular audit check on information held in the Payroll system against HR information.


13.    Assist with the regular monitoring of database information to ensure accuracy (run reports, check and analyse data, reconcile with other systems, e.g. payroll, for applicants and employees).


14.    Enter absence for the HR team onto the employee database. Prepare the monthly HR return to Payroll.


15.    Administer the flexitime system and generate monthly reports on HR staff for HR Services Manager.


16.    Assist in the uniform and shoe roll-outs and with the returns process, to include providing cover in the absence of the Admin Officer responsible for uniform coordination to include attending uniform committee meetings, taking minutes, etc.


17.    Assist with ad hoc procedures and projects


18.    Generate, maintain, update and ensure safe-keeping of record system, correspondence and files, including maintaining current employees and leavers files in the HR file room. Ensure leavers files are stored in logical filing systems in archive stores.


19.    Provide information for statutory returns and similar requests, e.g. Mortgage applications, Solicitor requests, for bus staff.


20.    Carry out function of EDRM super-user to include assisting in setting up user-friendly structure for HR, training HR users on system, and amend system to reflect ongoing needs.


21.    Ensure compliance with legal obligations in relation to manual and computerised records (e.g. DPA, FOI) and maintain confidentiality of information at all times.


22.    Create, organise, and maintain, effective and efficient manual and computerised records and filing systems to ensure an effective mechanism for prompt retrieval of information. Adhere to the electronic data records management (EDRM) system guidelines.






Essential Criteria:

  • Minimum of 1 years’ administration experience gained in an office environment to include maintaining manual and computerized records, and providing advice and guidance to managers and employees.

·        Previous experience in a customer service role

  • Minimum of 3 GCSEs at Grade C or above, or equivalent, including English & Maths or alternatively, be able to demonstrate at least 2 years relevant experience in a similar post.
  • Ability to analyse data and information and propose solutions.
  • Able to recognise and bring forward for decision potential variations from procedure
  • Ability to use own initiative and to work unsupervised.
  • Ability to use Crystal Reports software.

·        Ability to create and provide relevant statistical data for analysis

  • Understanding of people issues and ability to deal with these effectively.
  • Ability to organise, prioritise and cope with large volumes of work.
  • Proficient in the use of MS Word and Excel



Desirable Criteria:

  • Minimum of 2 years’ experience in an HR or training administration environment.
  • Experience of using a computerized personnel database.
  • CIPD qualified or part qualified.
  • Awareness of legislative requirements within an HR operating environment


If interested please send your updated CV via the link below to Claire Sheerin – REED Belfast 02890330812