Temporary HR Administrator

  • Job Reference: GSHR2018
  • Date Posted: 7 March 2018
  • Recruiter: Love Success plc
  • Location: London
  • Salary: £12.00 to £13.50 Per Hour
  • Sector: HR
  • Job Type: Temporary
  • Duration: 6 weeks
  • Work Hours: Full Time

Job Description

Our client, an NGO organisation, is seeking a hardworking and professional HR Administrator to join their team on a temporary basis for 6 weeks. Paying between £12 - £13.50 per hour starting immediately.

Main Duties and Responsibilities

Recruitment Administration

  • Advertise job vacancies by adding job details to the recruitment database; upload the post to be advertised internally and externally via relevant websites and publications.
  • Check all adverts are on the relevant websites, print adverts for file, and check the recruitment application process functionality.
  • Participate on interview panels as appropriate for grade 1-2 roles.
  • Organise interview process with interview panel, invite successful candidates for interview and scheduling interviews and tests.
  • To arrange travel and accommodation arrangements for candidates where required and process candidates' travel expenses.
  • Prepare interview panel packs for interviews and support the delivery of selection tests.
  • Monitor the recruitment inbox and respondto recruitment enquiries both internally and externally.
  • Maintain and organise relevant recruitment filing and archiving.
  • Work closely with the HR Manager and HR Advisor to support the delivery of an effective recruitment provision to designated programmes and departments.
  • Support the implementation of the new recruitment system.
  • Responsible for updating the recruitment spreadsheet.
  • Produce quarterly recruitment reports for SMT and update the finance people plan on a weekly basis.

Pre-employment administration - following appropriate checklists

  • Send out reference requests and pre-employment health checks to successful candidates and follow up with referees and Inter-health where there are delays and queries.
  • Prepare offer letters, employment contract, pensions correspondence, and other starter pack information for new starters.
  • Calculate and update annual leave records.
  • Input new starter information into HR information system and prepare electronic and hard-copy file.
  • Prepare induction pack, new starter file, and organise induction schedule.

Probationary period and review administration

  • Communicate probationary period and other end dates to new staff and their managers.
  • Send relevant reminders to managers and staff regarding upcoming end dates.
  • Confirm in writing completed probationary periods and revisions with staff and managers.

Starters, leavers, and changes

  • Follow through checklists for process.
  • Communicate process with relevant staff and managers in writing.
  • Ensure relevant HR information systems and IT systems are updated with leaver information and enable IT and facilities to retrieve IT property.
  • Ensure return of security cards and other property from staff leaving the Institute.
  • Arrange exit interviews and other relevant meetings in a timely manner, taking notes as requested.
  • Conduct inductions for all new staff.

Performance management administration

  • Collate, store and record completed appraisal forms.
  • Monitor completion of performance appraisals and follow up with managers and staff regarding outstanding appraisal forms.
  • File appraisal forms periodically.
  • Support HR manager and HR Advisor with administration for annual processes, the training analysis ratings, and meeting preparation..

HR web page

  • Update and maintain the HR intranet portal.
  • Manage and update the HR document management system.

HR information systems and processes

  • To take a proactive approach in continuously reviewing, both manual and computerised HR systems and processes, and to improve and streamline them and eliminate duplication.
  • To ensure accurate records are kept for each employee, including responsibility for starting and maintaining staff personnel files.
  • To develop and produce management information reports, including identifying enhancements required to the HRIS.
  • To be responsible for regularly updating salary, starter/ leaver, absence, and all other employment and recruitment data.
  • To manage the archive system, ensuring all old documents are labelled clearly and archived efficiently
  • Monitor HR reports from timesheets, highlighting areas of concern or action to the HR Manager or HR Advisor.
  • Proactively review and assist in improving HR documents, templates, and checklists as required or requested by the HR team.
  • Support the production of HR reports.

General HR tasks

  • Carry out routine HR administration, for example, be responsible for opening HR mail; date stamping and directing to the right person in the HR team; ordering stationery supplies and ensuring sufficient stock for HR use.
  • Ensure self-certificates and medical certificates are submitted. Provide monthly reports to the HR Manager and HR Advisor on sickness absence rates.
  • Become familiarised with the HR staff policy handbook and contracts of employment to be able to answer absence and other employee-related queries from employees.
  • Draft letters and deal with routine correspondence, for example, enquiries relating to employment or internship, reference requests, and support with drafting staff-related letters for other members of the HR team as requested
  • Distribute pension correspondence in a timely fashion.
  • Process HR-related invoices.
  • Take minutes at staff meetings and other HR meetings as requested such as job evaluation, employee relations cases etc. To support the organisation and co-ordination of HR related meetings as requested by the HR team.

Learning and Development Co-ordination

  • Provide learning and development administrative support to the HR Advisor and HR Manager.
  • To assist in the coordination of learning and development interventions.


  • Primary responsibility for accurately updating instructions with starters, leavers, and changers on a monthly basis, and by preparing payroll instructions for checking in a timely fashion.
  • Ensure all payroll information is stored accurately on ADP.
  • Update reminders on the ADP payroll system on a weekly basis, to ensure the team stay up to date on operational details.

If you are feel you have the relevant experience and skillset required, please apply!