Overview:
Here at GB Railfreight we are recruiting for an experienced HR Coordinator to provide administrative support to the HR function, accurately maintaining employee data and processing information within the guidelines of the Data Protection Act.
This is a busy role so we are looking for a fast-paced, experienced administrator to be instrumental in maintaining our HR processes, facilitating employee engagement initiatives and to play a vital part in our ongoing journey as we continue to grow as a company.
This role will be based in our new London office with a start date as soon as possible. The salary range for this position is £25,000-£30,000
Closing date: 3rd February

Responsibilities:

• Prepare new entrants for employment by ensuring all documentation is in place before their start date and all essential documentation is received i.e. proof of right to work, drivers licence mandate, ID photo, signed contracts and proof of address.
• Ensure all onboarding actions are completed within 1 week of the new entrant joining and this is documented and closed out on icims onboarding.
• Organising routine medicals to ensure regulatory compliance and that returned reports from our medical supplier are received, checked for passes, failures and clinical remarks daily and flagged with the line managers immediately.
• Logging sickness absence on the HR system daily to ensure data reporting is accurate.
• Update the HRIS with new entrant details, management status, employment changes (to include amendments to job titles and reporting lines), bank details and next of kin changes.
• Filing confidential paperwork onto personnel files promptly in Papervision (electronic filing system), keeping a hard copy of all essential documents (i.e. employee contracts and learning agreements) and discarding all non-essential documents in the confidential shredding bins.
• Provide accurate maintenance of employee data.
• Administer the Driver licence mandate process, ensuring new entrants have been added to the ‘Risk Master’ system and any driver notifications (i.e. disqualifications, penalties) are raised to the HR Manager (CSS) and Control Manager immediately.
• Organise hotel and train travel for staff for any HR related activities.
• Support the HR Benefits & Welfare Advisor with on-boarding day co-ordination and Employee Benefits Roadshow.
• Support the HR Benefits & Welfare Advisor with the maintenance of YourHUB (Employees Benefits platform), approving SmartTech and Cycle to Work applications, and keeping the platform up-to-date.
• Support the HR Benefits & Welfare Advisor with the management of the company long service awards (5 and 10 year service).
• Administer the sickness reporting process across the business ensuring a first day contact form, self-certification form/ Dr’s fit note and Return to Work documents are obtained from the HR Business Partners for each staff sickness incident and key information is updated onto the HRIS to reflect dates and the reason for absence. Send Absence Report to Payroll in a timely manner.

This list is not exhaustive and you will be required to carry out a full range of business support activities within the HR function.
Qualifications:

• Prepare new entrants for employment by ensuring all documentation is in place before their start date and all essential documentation is received i.e. proof of right to work, drivers licence mandate, ID photo, signed contracts and proof of address.
• Ensure all onboarding actions are completed within 1 week of the new entrant joining and this is documented and closed out on icims onboarding.
• Organising routine medicals to ensure regulatory compliance and that returned reports from our medical supplier are received, checked for passes, failures and clinical remarks daily and flagged with the line managers immediately.
• Logging sickness absence on the HR system daily to ensure data reporting is accurate.
• Update the HRIS with new entrant details, management status, employment changes (to include amendments to job titles and reporting lines), bank details and next of kin changes.
• Filing confidential paperwork onto personnel files promptly in Papervision (electronic filing system), keeping a hard copy of all essential documents (i.e. employee contracts and learning agreements) and discarding all non-essential documents in the confidential shredding bins.
• Provide accurate maintenance of employee data.
• Administer the Driver licence mandate process, ensuring new entrants have been added to the ‘Risk Master’ system and any driver notifications (i.e. disqualifications, penalties) are raised to the HR Manager (CSS) and Control Manager immediately.
• Organise hotel and train travel for staff for any HR related activities.
• Support the HR Benefits & Welfare Advisor with on-boarding day co-ordination and Employee Benefits Roadshow.
• Support the HR Benefits & Welfare Advisor with the maintenance of YourHUB (Employees Benefits platform), approving SmartTech and Cycle to Work applications, and keeping the platform up-to-date.
• Support the HR Benefits & Welfare Advisor with the management of the company long service awards (5 and 10 year service).
• Administer the sickness reporting process across the business ensuring a first day contact form, self-certification form/ Dr’s fit note and Return to Work documents are obtained from the HR Business Partners for each staff sickness incident and key information is updated onto the HRIS to reflect dates and the reason for absence. Send Absence Report to Payroll in a timely manner