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Human Resources, Talent Management & Office Services Administrator

Company: Tony Massenhove
Job Ref: 1175/TM
Start Date: ASAP
Hours: Full Time
Location: London, England
Working Term: Permanent Position
Salary: £25,000 - £30,000
Deadline: 30/03/2018


Our client, a leading Insurance Company in the City are looking to recruit a Human Resources, Talent Management & Office Services Administrator to join their team. Reporting to the Performance Management & L&D Generalist, the main purpose of the role will be to provide an efficient HR administrative service across the HR specialisms of Employee Payroll and Benefits, Recruitment, General HR and Learning and Talent Development.

Core Duties:


Support the HR Officer to provide and effective recruitment service to the business by:

Managing the Recruitment inbox to ensure that speculative employment queries are promptly responded to by email and post

Schedule Interviews with potential candidates and managers as advised by the HR Officer and to ensure all appropriate logistics (e.g. room bookings) and communications (e.g. diary invites) are sent in a timely manner.

Co-ordinate and accurately prepare all relevant paperwork for work experience placements

New Starters:

Work with the HR Officer, the L&D specialist and the Payroll and Benefits officer to ensure that all new starters have the best possible induction by:

Preparing all relevant paperwork accurately for new starters and managing the on-boarding process.

Advising payroll of new starter information.

Creating and maintaining personal files for new joiners when required.

Schedule new employee HR Inductions

Ensuring that the relevant probation paperwork is sent to and received from line managers, checks are made, trackers are kept up-to-date and confirmation of employment letters prepared.

Escalate any issues as required.


Ensure all appropriate paperwork relating to leavers is processed in a compliant and timely manner by:

Preparing and sending acknowledgement of resignation letters

Preparing leavers letters under direction

Ensure the appropriate business departments have the required information to end system, building access, etc.

Process employee reference requests

General HR Administration:

Support all employees by providing the following administrative services in an accurate and timely manner:

Preparing standard HR letters for:

Employment changes

Employee recognition awards

Exam bonus passes

Learning and Talent Development:

Assist the PM and L&D specialist by providing the following administrative tasks as required:

Ensure all appraisals are completed by the due date by monitoring completion rates and sending reminders

Book external training courses with Vendors and ensuring that records are held, joining instructions are received and monitoring attendance

Schedule internal training courses, e.g. Lunch and Learns and ensuring that all the administration relating to this is performed accurately to include, sending joining instructions, booking rooms and lunches, reminders, attendance monitoring.

Assist with management of the Continuous Professional Development Scheme by monitoring CPD completion and maintaining effective records.

Assist with professional studies bookings and monitoring exam results.

Office Services:

Assist the Office Manager by providing the following administrative tasks:

Manage all external vendor/suppliers/contracts and ensure all are reviewed/renewed by the business user in a timely manner with guidance from the Office Manager. Ensure they are providing the necessary service and within the necessary timescales and within budget

Logging and preparing all invoices for Finance processing

Other Duties:

In addition to the above, this role will be expected to:

Assist with ad-hoc tasks as required

Logging and preparing all invoices for Finance processing

As required assist with sending out business communications

Maintaining and streamlining HR policies and procedures

Submit monthly expenses in a timely fashion and within the deadline given (if applicable).

Adherence to Corporate cultures and philosophies including the superior service culture.

Adhere to the clear desk policy.

Risk Management

Responsible for the identification, escalation or reporting of risks to the relevant Risk Category owner, the Risk Management function or the Risk Committee as appropriate.

Key Skills and Attributes required:

Accuracy and attention to detail


Able to manage a number of different priorities

Able to communicate clearly and succinctly both verbally and in written communication

Good level of numerical ability

Self-motivated, eager to learn and develop

Able to work effectively as part of a team

Can-do attitude

Strong organisational and planning skills

Able to maintain confidentiality

Presents a professional attitude and approach to work

Experience and Qualifications:

Previous HR / administrative experience essential (Minimum 2 years’ experience in a similar role)

Working towards CIPD or other equivalent qualification whilst desirable, is not essential. This position is very much about being organised and to be able to multi task efficiently, effectively and accurately.


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