HR & Admin Executive

Job Description

We are looking for a well-organised, detail-oriented, and responsible HR & Admin Executive to support day-to-day HR operations, employee data management, portal administration, scheduling, and general administrative activities.

The ideal candidate should have experience in maintaining employee records, updating HR portals, preparing monthly schedules, coordinating with employees and management, and ensuring the smooth functioning of HR and administrative processes. The candidate should have strong organisational skills, good communication abilities, and a high level of accuracy while handling confidential employee information.

HR Operations & Employee Data Management

• Ensure all new joiners are accurately entered into the company portal.
• Create and maintain employee profiles, ensuring all required information is updated and accurate.
• Maintain and regularly update employee databases, records, personal details, joining dates, job titles, departments, and employment status.
• Ensure employee information is properly documented and stored in the relevant folders and systems.
• Maintain confidentiality and ensure the secure handling of employee information.
• Support the HR team with employee-related queries and routine HR administrative tasks.

Portal Management & Monthly Scheduling

• Create and update new employee entries in the company portal as part of the onboarding process.
• Prepare, upload, and maintain monthly employee schedules and rotas in the portal.
• Ensure the correct schedules are uploaded for each employee and relevant department for every month.
• Update the portal promptly to reflect changes in employee schedules, working hours, location.
• Check portal entries regularly to identify missing information, errors, or discrepancies.
• Maintain accurate records of schedule changes and communicate relevant updates to the concerned employees and managers.
• Ensure that portal information is up to date and readily available for operational requirements.

Recruitment & Onboarding Support

• Assist with posting job vacancies, screening applications, and coordinating interviews.
• Schedule interviews and communicate with candidates regarding interview arrangements.
• Collect and organise pre-employment documents from selected candidates.
• Follow up on reference checks, background checks, certificates, and other onboarding requirements.
• Prepare joining documentation and coordinate onboarding activities for new employees.
• Ensure all required onboarding records are completed and maintained accurately.
• Support the HR team in updating recruitment trackers and monitoring candidate progress.

General Administrative Responsibilities

• Maintain and organise company records, employee files, documents, and administrative trackers.
• Manage day-to-day office administration and ensure the smooth functioning of routine administrative activities.
• Handle incoming emails, respond to routine queries, and direct requests to the appropriate departments.
• Prepare reports, spreadsheets, trackers, meeting notes, and other administrative documents as required.
• Maintain records of employee leave requests, attendance information, and schedule-related updates, where applicable.
• Assist in maintaining administrative records relating to company expenses, reimbursements, and deductions.
• Support the management team with ad hoc administrative tasks and operational requirements.

Employee Lifecycle & Compliance Support

• Assist with employee joining, internal transfers, changes to employee details, and exit formalities.
• Maintain records of resignations, notice periods, last working days, and exit documentation.
• Coordinate the collection of company assets and relevant documents from departing employees.
• Assist in preparing employment letters, confirmation letters, experience letters, and other HR documents as authorised.
• Track pending employee documentation, mandatory training certificates, and compliance-related records.
• Follow up with employees and relevant departments to ensure outstanding requirements are completed on time.
• Support the HR team in maintaining accurate records for internal reviews and compliance checks.
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Key Expectations

• Demonstrate good working knowledge of Microsoft Office tools, particularly Excel, Word and PowerPoint.
• Possess strong spoken and written English skills, with the ability to communicate professionally in UK English.
• Candidates with prior experience working with UK-based clients will be preferred, particularly those familiar with UK business communication and work practices.