HR Administrator & PA to HR Director at ZSL London Zoo in Regents Park
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To assist the HR Director with administrative support and to provide effective and efficient HR administrative support to the HR department. To assist with the organisation and management the staff events held at the ZSL Regents Park site.
Responsibility for Resources
This role has no supervisory or line management responsibilities. Some delegation may be required to seasonal or temporary administrative staff.
Plant, machinery, equipment, materials and products – normal office equipment and meeting resources.
Financial resources – Small budget to spend on staff events in liaison with the HR Business Partner, some administrative involvement in invoice administration and small budget to spend on stationary.
Confidentiality – High confidentiality is needed as the post holder has full access to staff records. Also, the post holder will be responsible for taking accurate minutes at confidential employment relations related meetings – keep up to date with GDPR and retention schedules.
Animals – No responsibility for the safeguarding of animals.
Main duties and key responsibilities
Assisting the HR Director as required, such as, but not limited to: management of the HR Director’s diary; organising meetings and events, providing refreshments and/or ordering refreshments with internal caterer etc. photocopying, typing and meeting minutes, PowerPoint presentations, collating information.
Supports the wider HR team and the HR Systems and Contracts Administrator with administrative tasks such as, but not limited to, filing, minute taking in HR meetings, dealing with internal and external post, scanning & data management & other ad-hoc duties as required.
Assist in providing an iTrent user support service e.g. user account management, dealing with leave queries, answering queries in the Systems inbox.
Ensures that there are sufficient contract packs prepared for the issuing of employment contracts.
Processing invoices via the finance systems.
Ensuring that the electronic HR files are kept in order in line with GDPR requirements and are easily accessible for the HR team.
Being responsible for putting HR notices on the London noticeboards.
Ordering stationary and other items for the HR Department.
General upkeep of office, equipment, storage, paper files/documents and electronic files/documents etc
Organising and delivering staff events at the Regents Park site e.g. long service awards, and the Christmas party. Running the regular Regents Park social committee.
Dealing with and assisting with mail-outs throughout the year e.g. complimentary tickets, pension mailings, annual salary increase letters etc.
Supporting the Recruitment Manager and Recruitment Officer with contacting candidates, organising interviews, and assisting at seasonal recruitment days.
Supporting the Systems and Benefits team with administrative support, e.g. reference requests, reward administration and contract extensions etc.
Supporting the Training and Organisational Development Coordinator with training admin such as coordinating training events and the training calendar, assisting with data collection, running reports, booking rooms, training materials, ordering refreshments, scanning, record keeping, monitoring and responding to the training mailbox.
To be the Intranet HR contact, ensuring it is kept up to date and relevant.
Ensuring that the HR Department is fulfilling sustainability objectives of ZSL by being the Environmental Champion.
Tact and sensitivity is needed in the handling of sensitive staff data.
Communication with staff at all levels is required on a daily basis as well as some external communication.
Needs to be able to concentrate on tasks in an open plan office whilst also dealing with a constant stream of visitors and phone calls.
Accuracy in recording and inputting data is essential.
Strong ability to be flexible in terms of fluctuating workloads, urgent queries and regular mandatory tasks.
This post is office based with an occasional need to work from Whipsnade Zoo.
Expectations of the job holder
To ensure that the equal opportunities policy is adhered to and promoted in all aspects of the post holder’s work.
To ensure effective quality control and continuous improvement in all aspects of the work and responsibilities attached to this post.
Demonstrate professionalism towards sensitive and confidential information.
To comply with and promote Health and Safety policies and procedures and to undertake recommended Health and Safety training as and when necessary.
To be committed to professional self-development, through participation in in-service training as necessary for the successful carrying out of the job.
To undertake such other duties as are commensurate with the grade of the post.
NB: This job description is designed to outline a range of main duties that may be encountered. It is not designed to be an exhaustive list of tasks and can be varied in consultation with the post holder in order to reflect changes in the job or the organisation.
Outer Circle Regent’s Park, London, NW1 4RY
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