HR Administrator and Receptionist

Location: Braintree, Essex

Permanent, part-time role: 25 hours per week over 5 days, Monday to Friday

Salary: competitive plus benefits

Swann Engineering Group Ltd

Swann Engineering Group is an ethical and forward-thinking group where we want our vision and values to not only shape our people but also the environment around us. Our strength comes from our effective corporate governance, diversity of specialist skills and experience but most of all, our excellence in managing all aspects of the product lifecycle under one roof including design, manufacture, installation, maintenance and customer support.

Swann Engineering Group has a proven track to tackle bespoke engineering projects of any size in any sector from telecommunications, outdoor media, structural and architectural, floodlighting & gantries and defence and radar solutions. With our Head Office based in Braintree, Essex, and a headcount of 120 employees we are a trusted partner to the UK's leading mobile network operators, including EE/BT, Vodafone, 3UK, VMO2, and telecommunications infrastructure owners, MBNL, Cornerstone, Cellnex, WIG as well as NATS and BAE.

Swann Engineering have a strong working relationship with businesses in the national housebuilders and construction sector.

About the role

As HR Administrator and Receptionist, your role is a combination of being the first point of contact for the business and to provide administrative support to the HR Department.

As HR Administrator, you will provide essential administrative support to the HR Department, ensuring data accuracy and maintaining HR and training records, and keeping these up to date. As Receptionist, you will be the business first point of contact, answering calls and providing an efficient service to our internal colleagues and external visitors.

The role of the HR Administrator and Receptionist is to provide a high-quality service to our internal and external stakeholders, and flexibility will be required to ensure the needs of the business are being met.

Main duties and responsibilities

HR Administrator

• Completing weekly time sheets on Actin Time for the factory department ensuring the data entered is accurate and submitted on time
• Checking weekly absences ensuring the information is correct and updated in Safe HR
• Sending the weekly lateness report to the factory management team, ensuring the information is accurate before being circulated
• Coordinating logistics for new hires and assisting the HR Manager with business wide company inductions
• Assisting the HR Manager with business wide training, managing the coordination of training with external suppliers and ensuring the company's training records are accurate and up to date
• Assisting the HR Manager with business wide diary management, for example, new joiner inductions, internal probationary review meetings and external meetings
• Assisting the HR Manager with recruitment administration
• Supporting in day-to-day HR administrative tasks
• Continuously learn the latest HR best practices to improve workplace efficiency
• Promoting change management and reviewing current process for continuous improvement
• Managing employee communications
• Writing and submitting reports on general HR Activities
• Recruitment process to support in vetting CVs and submitting relevant candidates to the HR Manager and recruiting manager
• Working closely with the IT department to manage new joiner and leaver hardware and ensuring that everything is in place and set up ahead of a new joiner joining

Receptionist

• Front Desk: greeting visitors, answering and directing phone calls, managing incoming and outgoing post and deliveries and maintaining a tidy reception area
• Office Management: ordering and managing office supplies, kitchen stock, maintaining office equipment, and ensuring the overall organisation of the office environment
• Meetings: supporting our team to organise external and internal meetings, ensuring the room is clean, and presentable, and food requests are managed to expectations

Other duties and responsibilities may be required for both the HR Administrator and Receptionist aspects of this role.

About you

• Good standard of general education at GCSE level or equivalent
• CIPD level 3 or working towards a HR qualification (desirable)
• Previous experience of working in a Reception and Administrative role, ideally with HR department experience
• Great IT skills, including Microsoft Office Suite (Word, Excel, PowerPoint and Outlook)
• Experience in managing employee training records and ensuring accurate data
• Working knowledge of HR Functions and best practice
• Experience working alongside IT Department and managing new joiners and leavers
• Excellent telephone manner and interpersonal skills
• Accuracy in data entry, filing and other administrative tasks
• Strong organisation skills
• Ability to take initiative, work independently and adapt to changing demands and variety of tasks
• Understanding of the importance of confidentiality and discretion when dealing with employees' confidential data
• A polite, professional and punctual attitude

What we offer

Competitive salary, pension, health care cash back scheme, 20 days holiday plus 8 bank holidays (pro-rated) salary sacrifice scheme available for additional holiday, and cycle to work scheme.

This is a permanent, part-time role (25 hours per week) from Monday to Friday.

Immediate start available. Please apply with a CV.

By applying for this role, your details will be sent to Ortolan People, who are engaged to provide recruitment support in processing applications. We will endeavour to respond to all applicants within three working days. Occasionally for roles with a very high volume of applicants, this may not be possible.