Are you someone who thrives in a vibrant, supportive environment and loves making sure everything runs like clockwork? If you’ve got an eagle eye for detail and a passion for providing top-notch admin support, then this is your moment to shine!
We’re on the hunt for an enthusiastic HR Assistant to join our super-friendly HR Shared Services team!
Ready to make an impact where your attention to detail is valued? We can’t wait to meet you!
The Role
Join the dynamic and supportive Swegon HR Shared Services team where you’ll play a pivotal role in ensuring seamless HR operations across multiple UK business units. You’ll be at the heart of our operations, ensuring HR processes are smooth, efficient, and fully compliant across multiple UK business units. From managing critical documentation to supporting our HR and management teams, your precision and dedication will help us stay on track and maintain our top-tier accreditations. With top-notch training and guidance from experienced professionals, you’ll have all the tools you need to succeed while contributing to a high-quality, error-free HR function. The role offers a stable, methodical environment that allows you to build deep knowledge and contribute to error-free, high-quality work.
If you’re a meticulous, dependable individual with a passion for delivering outstanding administrative support, this is the perfect role for you. Step into a position where your attention to detail and commitment to excellence will be truly valued!

Main duties and responsibilities

• Onboarding & Offboarding Excellence: Take charge of welcoming new employees and assisting with smooth transitions for departing ones, including conducting engaging inductions, preparing offer letters, crafting contracts, and handling all essential documentation to ensure a seamless experience.
• HR Documentation Management: Be at the heart of maintaining our HR database by organizing and processing important employee documentation, ensuring that records are always accurate, up-to-date, and easily accessible.
• Compliance & Auditing: Play a key role in keeping the company audit-ready by ensuring all compliance processes are followed meticulously, including conducting right to work checks to safeguard legal adherence.
• Employee Benefits & Record Keeping: Manage staff benefits records, assist with updates and changes, and help ensure employees have smooth access to their entitlements.
• Effective Communication: Monitor and manage shared HR mailboxes, providing timely and professional responses to employee queries to maintain excellent HR service delivery.
• Reference Management: Oversee the timely processing of employee references, ensuring all required updates are accurately reflected in our systems within the specified timeframes.
• Drafting Communications: Take ownership of drafting essential employee letters and communications, from contract variations to promotion letters, resignations, internal memos, and company updates.
• Employee Recognition: Lead the coordination of employee recognition programs like Long Service and Make a Difference awards, ensuring our teams feel appreciated and motivated for their dedication and hard work.
• Data & Reporting: Generate insightful reports using internal systems and databases to support management teams in making informed decisions and driving key HR projects.
• Collaboration with Payroll & Finance: Work closely with Finance and Payroll departments to ensure employees’ pay is processed accurately and efficiently in line with any changes or updates.
• HR Team Support: Provide support on various HR projects and initiatives, working collaboratively with the HRIS & Process Manager and the wider HR team to contribute to the smooth running of HR operations.

About You
We’re looking for a steady and reliable individual who thrives in a structured environment, where consistency, accuracy, and quality are key. You will be someone who approaches tasks with a methodical and analytical mindset, ensuring each procedure is completed thoroughly before moving on to the next. Your work will be grounded in established systems, standards, and procedures, and your communication will be rooted in your job knowledge and expertise.
You’ll take a collaborative approach to your work, engaging openly with management and peers, offering helpful support, and actively contributing to a positive team dynamic. Your decision-making will be clear and within the defined scope of your role, and you will be fully supported by your management team.
We’re seeking a professional with a tactful and adaptable approach, someone who values continuous personal development and is committed to keeping up with HR best practices. You will be a dedicated team player who is always ready to contribute to team goals and offer guidance to others when appropriate, through coaching and delegation.
Above all, you’ll approach every task with a focus on precision, ensuring a consistent and high-quality output, while helping foster a positive and collaborative team environment.

Essential Experience & Qualifications

• Skilled in data entry and documentation control for an efficient audit trail.
• Solid understanding of GDPR and handling confidential data responsibly.
• Proficient in IT and Microsoft Office applications especially Excel.
• Capable of presenting information in forms, tables, and spreadsheets.
• Strong ability to manage workload with high accuracy.
• Effective communicator with internal and external stakeholders.
• Adept at prioritizing tasks with competing deadlines.
• Strong relationship-building skills with colleagues, customers, and suppliers.
• Proficient in speaking and writing English
• A-Levels, or equivalent qualification

Desirable

• Understanding of HR & Shared Service Administration.
• Experience of working within a manufacturing or FMCG environment
• CIPD Level 3

• Onboarding & Offboarding Excellence: Take charge of welcoming new employees and assisting with smooth transitions for departing ones, including conducting engaging inductions, preparing offer letters, crafting contracts, and handling all essential documentation to ensure a seamless experience.
• HR Documentation Management: Be at the heart of maintaining our HR database by organizing and processing important employee documentation, ensuring that records are always accurate, up-to-date, and easily accessible.
• Compliance & Auditing: Play a key role in keeping the company audit-ready by ensuring all compliance processes are followed meticulously, including conducting right to work checks to safeguard legal adherence.
• Employee Benefits & Record Keeping: Manage staff benefits records, assist with updates and changes, and help ensure employees have smooth access to their entitlements.
• Effective Communication: Monitor and manage shared HR mailboxes, providing timely and professional responses to employee queries to maintain excellent HR service delivery.
• Reference Management: Oversee the timely processing of employee references, ensuring all required updates are accurately reflected in our systems within the specified timeframes.
• Drafting Communications: Take ownership of drafting essential employee letters and communications, from contract variations to promotion letters, resignations, internal memos, and company updates.
• Employee Recognition: Lead the coordination of employee recognition programs like Long Service and Make a Difference awards, ensuring our teams feel appreciated and motivated for their dedication and hard work.
• Data & Reporting: Generate insightful reports using internal systems and databases to support management teams in making informed decisions and driving key HR projects.
• Collaboration with Payroll & Finance: Work closely with Finance and Payroll departments to ensure employees’ pay is processed accurately and efficiently in line with any changes or updates.
• HR Team Support: Provide support on various HR projects and initiatives, working collaboratively with the HRIS & Process Manager and the wider HR team to contribute to the smooth running of HR operations