Administration Assistant - London, United Kingdom - AllBright - Central Team

Description

Administration Assistant to the CEO and Head of HR

About Us

We strive to celebrate & champion women to inspire change, and to create spaces and a sense of community in which they can thrive.

The AllBright is the connective thread between passion and drive, celebrating women of all ages and stages.

Our members' clubs are designed by and for women.

They are elegant spaces offering a home away from home to put the work in, network, unwind and be inspired.

From the art that adorns the walls to the food on the menu, we are championing and supporting women and female-led suppliers and creators.

The
AllBright EDIT is our online digital platform for original content. EDIT is our opportunity to deliver the AllBright mission around the world.

Expect career advice, smart lifestyle features, opinions and conversations for tackling the myriad of topics relevant in the working life of women.

The
AllBright Academy is part of the AllBright Digital ecosystem - our online membership offering for women everywhere.

Encompassing upskilling content from leading business own as well as opportunities to connect via mentoring and digital programming, AllBright Digital is for everyone who wants to develop professionally.

Our
monthly Pitch Days are a
series committed to supporting early-stage female founders.

Each Pitch Day we invite female-founded businesses looking to raise capital to present to our network of experienced investors, high-net-worth individuals and business leaders.

The AllBright is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.


Job Purpose

To provide business support to the CEO and Head of HR, as well as administrative assistance, diary management, and completion of ad-hoc tasks as and when required.

Outline of Key Responsibilities

Assistant to CEO duties

• Extensive diary management
• Ensure all meeting logistics and invites are taken care of, including the setup of video conference meetings
• Preread and review administrative documents, including signature and approval requests
• Organise and book travel, both domestic and international
• Reconcile and process expenses
• Run business and personal errands
• Support with any adhoc requests as and when required

Assistant to Head of HR duties

• Manage the HR enquiries inbox
• Create documentation relating to HR matters, sending to the Head of HR to review
• Assist the Head of HR with recruitment, advertise roles, sift CV's
• Complete the onboarding process for new starters, Right to Work check, offer letters, contracts, new starter forms, systems etc.
• Complete full set up on the payroll system
• Download and save all new starter documents to the employee's file
• Liaise with Reliable Networks to arrange equipment set up and delivery
• Assist the Head of HR with the coordination of 6month reviews and yearly appraisals
• Send holiday requests to managers, rejecting and approving leave on system as appropriate
• Book bank holidays and Christmas leave for Club staff on the system
• Gather information and images to create the monthly staff newsletter. Once completed, send to the Head of HR for sign off
• Manage the monthly staff awards and details for newsletter, arranging awards and certificates
• Keep the EMI tracker up to date, sending requests for new agreements, arranging signatures, and sending to employees
• Maintain the freelance tracker, sending new agreements or extension letters
• Save all documents in the correct files, maintaining excellent organisation
• Regularly update the company org charts, uploading to SharePoint
• Maintain the birthday tracker with new starters and leavers
• Assist the Head of HR with ER cases, creating LOC and taking minutes in any investigation or disciplinary meetings
• Complete full leaver process for employees leaving the business
• Undertake all other adhoc HR administration tasks as directed by the Head of HR

Personal Specification

• Minimum 2 years administrator experience
• Proven experience working in a HR capacity is essential
• Previous PA experience is highly desirable
• Level 3 CIPD is desirable but not essential
• Strong written and verbal communication skills, with the ability to communicate effectively at all levels
• Strong decisionmaking skills
• Excellent problemsolving skills, with the ability to probe to establish real issues and identify correct solutions
• Ability to maintain confidentiality at all times
• High attention to detail
• Proficient in Microsoft Word, PowerPoint, Excel and HR systems/software
• Initiative: acts of one's own accord if it is required, beyond what was asked if necessary; able to achieve results without constant instruction
• Continuous improvement: Always looking for a better way of doing things
• Ownership: takes personal responsibility and initiative to get the job done to a high standard
• Tenacious: determined to succeed with the drive