Job summary
We are looking for a motivated and highly organised individual to join our team as an HR Assistant & PA. This dual-role position offers an exciting opportunity to contribute to both the administrative functions of HR and provide personal assistance to the CEO. The ideal candidate will be adept at multitasking, handling sensitive information with discretion, and delivering exceptional administrative support across both areas.
Main duties of the job
Human Resources (HR) Responsibilities:
- Administrative Support: Assist with day-to-day HR operations, including maintaining employee records, preparing reports, and handling general HR-related inquiries.
- Recruitment Assistance: Coordinate recruitment processes, including posting job vacancies, screening applications, scheduling interviews, and communicating with candidates.
- Onboarding & Offboarding: Support the onboarding of new hires by preparing necessary documentation including managing DBS checks, obtaining references and drafting contracts and offer letters, conducting orientation sessions, and ensuring compliance with company policies. Assist with offboarding procedures.
- Employee Relations: Assist with organising employee events, training sessions, and performance reviews.
- Document Management: Ensure accurate and up-to-date records of employee documentation such as contracts, attendance, and leave applications.
Personal Assistant (PA) Responsibilities:
- Executive Support: Provide direct administrative support to the CEO including scheduling meetings, managing calendars, and coordinating travel arrangements.
- Note taking in meetings.
- Correspondence Management: Handle incoming and outgoing communications on behalf of the CEO, including emails, phone calls, and other messages.
- Meeting Preparation
Full list of main duties can be found in our application pack, linked on the right hand side under 'Supporting Documents'
About us
Off the Record is an award-winning young peoples mental health charity and were currently looking for qualified, dynamic and passionate professionals who can work thoughtfully and sensitively with young people.
Our mission is to show up for all children and young peoples mental health in Southwest London.
Job description
Job responsibilities
Off
the Record is an award-winning young peoples mental health charity and were
currently looking for a motivated and highly organised individual to join our
team as an HR Assistant and PA. This dual-role position offers an exciting
opportunity to contribute to both the administrative functions of HR and
provide personal assistance to the CEO.
Our mission is to show up for all children
and young peoples mental health in Southwest London.
Job description
Job responsibilities
Off
the Record is an award-winning young peoples mental health charity and were
currently looking for a motivated and highly organised individual to join our
team as an HR Assistant and PA. This dual-role position offers an exciting
opportunity to contribute to both the administrative functions of HR and
provide personal assistance to the CEO.
Our mission is to show up for all children
and young peoples mental health in Southwest London.
Person Specification
Qualifications
Essential
- CIPD Level 3 or equivalent experience
Experience
Essential
- 2 years HR and/or administration experience, including administrating recruitment processes; uploading job adverts to job agencies, sifting CVs, scheduling interviews and liaising with hiring managers
- Basic knowledge of basic HR policies and procedures
- Experience of handling confidential information and an awareness of Information Governance / GDPR Regulations and compiling and preparing reports
Desirable
- Experience in obtaining references, preparing contracts and managing DBS checks
- Experience of running events and training sessions
- Previous experience as a PA
- Experience of meeting preparation, minute taking
Skills and Attitudes
Essential
- Clear and professional telephone manner and excellent interpersonal skills with strong diary management experience
- Highly computer literate and confident using Office 365 and related applications
- Commitment to operating within the policies of the charity including confidentiality and Equality and Diversity
- Ability to cope under pressure whilst managing a variety of tasks and maintaining attention to detail
- Strong understanding of general office procedures
- Ability to work flexibly, on own initiative and prioritise own workload
- Very good organisational, administration and time management skills
- Ability to work as part of a small staff team
- A proactive, can do attitude to the role
Person Specification
Qualifications
Essential
- CIPD Level 3 or equivalent experience
Experience
Essential
- 2 years HR and/or administration experience, including administrating recruitment processes; uploading job adverts to job agencies, sifting CVs, scheduling interviews and liaising with hiring managers
- Basic knowledge of basic HR policies and procedures
- Experience of handling confidential information and an awareness of Information Governance / GDPR Regulations and compiling and preparing reports
Desirable
- Experience in obtaining references, preparing contracts and managing DBS checks
- Experience of running events and training sessions
- Previous experience as a PA
- Experience of meeting preparation, minute taking
Skills and Attitudes
Essential
- Clear and professional telephone manner and excellent interpersonal skills with strong diary management experience
- Highly computer literate and confident using Office 365 and related applications
- Commitment to operating within the policies of the charity including confidentiality and Equality and Diversity
- Ability to cope under pressure whilst managing a variety of tasks and maintaining attention to detail
- Strong understanding of general office procedures
- Ability to work flexibly, on own initiative and prioritise own workload
- Very good organisational, administration and time management skills
- Ability to work as part of a small staff team
- A proactive, can do attitude to the role
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
