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Job Purpose:

  • To assist the P&T Manager and team in providing a comprehensive P&T service.
  • To act as a first point of contact for all customers to the P&T team.
  • To be the primary contact and systems administrator for queries on our P&T system and to assist in driving the P&T through systems change.
  • To provide an effective P&T administration service relating to the entire employment lifecycle.
  • To co-ordinate P&T recruitment processes.
  • To ensure accurate records on all employees including full-time, part-time staff and contractors.
  • To provide P&T reports as required.

 

Main Responsibilities:

  • Carry out administrative processes in the recruitment process, for example; prepare recruitment documents, organise recruitment timetables, draft and place adverts, reviewing applications, log application forms, administer recruitment campaigns through our system, sit on interview panels and administer tests.
  • Ensure that the P&T service undertakes all necessary employment checks including DBS checks and right to work, qualification and medical checks and references.
  • Administer the On-boarding and Induction process for new employees and workers, for example; prepare contracts, offer letters, process pre-employment checks and arrange inductions.
  • Conduct induction meetings with new employees and workers and liaise with Line Managers and Mentors to ensure they are aware of their responsibility in the induction process.
  • Administer the probation process ensuring Managers know when review meetings need to take place.

Payroll

  • Ensure that all payroll instructions are prepared and logged in time for the monthly payroll run and submitted to the Payroll provider, for example; contractual variations, new starters, leavers, contractual benefits and staff benefits.
  • Assist with the Talent Management cycle, record completed conversations and training needs.
  • Be the primary contact for queries on the P&T systems
  • Ensure the P&T Database accurately reflects current staff conditions and details. This includes inputting starters and leavers, contractual amendments, change of details, annual leave and recording of sicknesses and other leave.
  • Provide appropriate reports from the P&T database for the purpose of auditing and monitoring employee data and training.
  • Provide day to day advice to Line Managers and Employees on general P&T related queries, requests and Policies and Procedures, escalating more complex issues to the P&T Manager.
  • Assist in formal meetings, such as employee disciplinaries and grievances undertaking such tasks as may be required by the Human Resources Manager.

Leaver Administration

  • Ensure resignations are acknowledged in a timely manner, the Line Manager is aware of the process and any outstanding annual leave is calculated in accordance with the employee’s terms and conditions.
  • Ensure exit interviews are conducted for all staff either face to face or electronically.

Admin

  • Carry out general administration tasks for the P&T Department, for example; devising standard Human Resources documents and letters and manage the P&T inbox.
  • Maintain up to date staff absence information on the P&T system and monitor self-certification processes.
  • Respond to reference requests for current or ex-members of staff.
  • Ensure electronic and paper based personnel files are maintained and filing/archiving is completed in a timely manner.
  • Create and maintain an up to date Procedures Manual for all P&T duties.

Staff Benefits

  • Administer, promote and track usage of the Firm’s staff benefits schemes.

Projects

  • Assist the P&T Manager in developing and implementing new projects.

Additional Duties

  • Support for the firm’s commitment to equal opportunities and its Diversity and Equality Policy.
  • Support the firm’s Health and Safety Policy ensuring that it is adhered to in the post holder’s areas of responsibility.
  • To undertake other activities identified from time to time commensurate with the level of the post.

 

Jobholder Requirements:

 Education, Training and Qualifications

  • A good level of formal education including GCSE Maths and English is essential (Level 2).
  • An excellent level of computer knowledge, keyboard skills and software (People and Talent database and spreadsheet) expertise, Microsoft Word, Excel and databases are essential to enable report writing when required.
  • CIPD qualification is desirable or relevant P&T/HR experience.

Skills and Knowledge

  • Ability to manipulate datasets.
  • Excellent written and oral communication skills.
  • Excellent customer care skills.
  • A knowledge of P&T systems would be a distinct advantage.
  • Experience in P&T administration and an understanding of P&T processes.
  • Experience of coaching staff on using new systems.
  • Experience of recruitment administration.

Personal Attributes

  • Personal resilience and the capacity to work effectively and stay calm under pressure are essential.

Abilities

  • Ability to deal with confidential information and maintain confidentiality is essential.
  • The ability to work independently and problem solve.
  • Ability to work well under pressure to deadlines.
  • Good organisational ability.
  • NB: The purpose of the job description is to indicate the general level of responsibility of the position. The duties may vary from time to time without changing their general character or level of responsibility.
  • Flexibility to work outside hours is required at times to meet implementation deadlines

Why join us?

 

Keltie is an exceptional Intellectual Property (IP) firm with a reputation for providing excellent client service to a range of small, medium and large clients around the world. Chambers and Partners ranks Keltie among Britain's top ranked patent and trade mark firms and we are one of the fastest-growing IP firms in the UK, with offices in London, Cambridge, The Cotswolds, East Anglia, Dublin and Galway.

 

Salary:                          Competitive market salary.

Employee Benefits:       Flexible office/home working (min.2 days per week in the office), Group Pension Plan, Private Healthcare Plan, Life Assurance, Group Income Protection, 25 days holidays plus paid bank holidays, season ticket loan, ride2work scheme, discretionary study support and study leave, social events.

Hours:                          This is a full-time role, 35 hours, 5 days per week (9.30am to 5.30pm).

Notice Period:               1 month

Location:                       London Bridge, London

Reporting to:                  People and Talent Manager

 

To Apply

 

Interested? If so, please send your CV with a covering letter to hr.department@keltie.com.

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Vacancy

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