Job | Hamlin Knight


HR Assistant

  • #83301
  • Uxbridge
  • £ TBC
  • Contract
  • 19 Jul 2021



JOB TITLE: Assistant, Human Resources, UK, 6m FTC



Department: Human Resources D0701

Location: UK - HEL


Reports to: HR Manager UK

Dotted line: HR Business Partner UK


Date created: 15-Dec-17

Date revised: 1-May-21






(Provide short position summary (max 5 sentences) that will include the purpose of this position, how it influences the business and what organization relationship the position will have, including the supervisory responsibility).

The HR Assistant will be responsible for provding high level of support to the HR department by handling all administrative tasks, including, maintaining employee records, preparing monthly reports, entering payroll information, preparing employee correspondence and contracts and benefit administration. They will also be responsible for providing basic first line employee advice in relation to employment law and HR processes and assisting with recruitment.



(List qualifications, which are relevant to the position and are required to succeed in the role, which will be reflected in Performance Management Process. Structure them and group in order of responsibility area. Include supervisory responsibility if applicable and any interactions with all levels throughout the organization, as Members, visitors, vendors and Senior Management. Keep the content plain and simple. Avoid company jargon, acronyms etc. Begin your sentences with verbs and be consistent. Try to keep your bullet points as concise as possible max 2 lines).

Impact (Nature and scope of influence a position has on its area of responsibility/ operation)


Assist with recruitment and manage the onboarding process for new starters, liaising with the new employee, hiring manager, PA, IT and Facilities.


Communicate new hires changes/ leavers to reception and IT department.


Draft and send out offer letters, ensuring they are returned with a confirmed start date and reference details.

Update job descriptions as and when required.

Create employee personnel files and ensure all relevant information is included in the employee file.

Herbalisation ensure process is followed and 1/2/3 month reviews are received, follow up with managers as appropriate and escalate concerns to HR Manager. Send out confirmation of appointment letters.


Employee Documentation/Information

Organise and maintain easy to find UK filing system.

Ensure all UK employee files contain the required paperwork for audit purposes.

Ensure the UK employee records are up to date on the HR system.

Contract template is maintained and updated in line with any amendments. Contracts for new starters are drafted.

Responsible for producing other correspondence to staff.

Process off boarding for all leavers.


Archive leaver files to external archive facility as and when basis.



Ensure the request to hire process is followed in the system.

Enter the Payroll information and work with the external payroll company to ensure monthly payroll information is submitted on time; Ensure that payroll information is updated in Oracle buy 25th of the month. Assist with the montly pension process as required.

Provide HR administrative support for UK employees. Advise staff and managers on HR processes;

Raise HR PORs/POs and maintain invoices/contracts with suppliers for future records.

Involved in departmental projects as they arise throughout the year.

Organise the employee induction programme and assist with the HR department overview of the HR induction.

Assit with the reviewing and uploading of HR policies/Handbook on the intranet.

Asssit the HR Manager and HR BP with the annual performance culture cycle.

Assist with the annual code of ethics and harassment training ensuring 100% compliance for the UK.


Benefit Administration

Assist with the administration and renewals associated with UK employee benefits and the renewal of each scheme, including, but not limited to: Medical Cover, Dental Cover, Eye care Vouchers, Pension, Life Assurance and Salary Continuance Scheme;

Manage the administration of the onpoint annual leave booking system.

Ensure all annual leave and sickness records are received and maintained.

Provide basic advice on HR Policies including maternity/paternity entitlements. Assist with the drafting of letters to confirm dates prior to start of leave, maintain the maternity spreadsheet;

Manage the fuel card report, highlighting any concerns errors to HR Manager.

Ensure that all Service awards are given to the relevant manager in advance



Supervisory responsibility

  • None

Communication (Positions type of communications and context both within and outside the organization)

  • Communicates with all levels of employees
  • Includes communication with external providers


Innovation (Level and complexity of innovation that the position requires)

  • Regularly review processes and provide suggestions for new ways of working


(List responsibilities which are relevant to the position and are required to succeed in the role)


(degree level/academic background)

  • Degree level or equivalent
  • Relevant HR Qualification desireable


(duration and specific areas)

  • Previous experience in a HR support role


  • Previous experience of working with HR database systems
  • Computer literate (Word/Excel/MS Outlook/Powerpoint)



  • Strong administration skills
  • Ability to interact at all levels and build relationships
  • High attention to detail
  • Experience of working in a fast paced environment
  • Strong interpersonal skills
  • High level of organisation
  • Able to prioritise competing demnds
  • Excellet written & verbal communication skills
  • Ability to adapt to a changing environment
  • Ability to exercise good judgement and to work on their own initiative
  • Proactive approach to work and puts forward new solutions to working approaches
  • Postitive attitude
  • Good team player

ADDITIONAL EXPERIENCE (but not essential):








(Please choose the relevant physical demands of the role. Reasonable adjustments may be made to allow disabled individuals to perform the essential functions of the job.)

Light: Office work, some lifting, considerable walking



(Please describe relevant conditions of the work environment. Reasonable adjustments may be made to allow disabled individuals to perform the essential functions of the job.)

  • Click here to enter text.




Managers Signature         Date   



I have read and understand the essential functions of the job and know that other duties may be assigned and/or changed at any time.






Employees Signature         Date


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