Date Posted: 07/02/2019

Department: Personnel

Company: Canary Wharf Ltd (CWL)

Reporting to: Senior Deputy Group Personnel Manager

Personnel Administrator

Job Summary: To provide general assistance to the Senior Deputy Group Personnel Manager and general administrative support to the Personnel Department.

Main Responsibilities

  1. To maintain and update the HR Pro personnel database including change of personal details, contract amendments and leavers.
  2. Assist with recruitment, including;
  • formulation of job descriptions;
  • shortlist with department managers;
  • arrange and conduct interviews;
  • liaise with recruitment agencies;
  • advertise vacancies internally, externally on the Company website and on InfoBase;
  • make offers and draft contracts of employment;
  • carry out reference checks on prospective employees including the World Check.
  1. Collate all new starters’ personal information and input onto the HR Pro personnel database.
  2. To attend and participate in Security Recruitment assessment days.
  3. Update and maintain the HR Pro personnel database for sickness and absence for CWL.
  4. To check and amend the Security Absence Variance Report.
  5. Take minutes of meetings such as disciplinary and grievance meetings and type up promptly, as required.
  6. Prepare employment references for current and ex-employees.
  7. Assist with the administration of the Occupational Health Scheme.
  8. Process the monthly Blossoms Healthcare cheques, ensuring invoices are correctly addressed and cross charged appropriately.
  9. To assist with the CWML Buddy Programme.
  10. To assist with the administration of Staff Recognition Schemes and organisation of the Staff Recognition Ceremony.
  11. To participate and assist with Employee Focus Groups.
  12. Process departmental cheques.
  13. To prepare and send out the weekly New Starters List advising the relevant departments of new employees, work experience and temporary staff.
  14. To prepare and send the weekly Group Leavers List, advising relevant departments of staff that have left and to move the personal files for the leavers from the main cabinets into the leavers drawers.
  15. To order and replenish departmental stationery.
  16. To prepare contract packs and to ensure there are sufficient supplies.
  17. To process the Buying and Selling of additional holiday.
  18. To process Leaver Notification forms.
  19. To organise flu jab sessions on an annual basis.
  20. To arrange flowers and condolence letters as and when required.
  21. To monitor and record all holidays and sickness for the Personnel Department and provide management absence information as required.
  22. To open, date stamp and distribute mail accordingly within the department.
  23. To answer the telephone in a professional and courteous manner and process messages.
  24. To carry out any other reasonable duties, as directed by the Senior Deputy Group Personnel Manager.
Health Safety & Welfare, Environmental and Quality Management Responsibilities
Health Safety and Welfare Responsibilities
All staff are required to fulfil their legal duty to take reasonable care for the health and safety of themselves and others who may be affected by their acts and omissions, and to follow all guidance and instructions given in this respect. Further details regarding Health & Safety responsibilities are set out in the Health & Safety Policy in the Administrative Rules and Procedures, and the Health, Safety & Welfare Manual.

Environmental Responsibilities
All Staff are required to follow the Canary Wharf Group plc (CWG) Environmental Policies for minimisation of waste and effective energy management as defined in the CWG Environmental Manual and associated documents

Quality Management Responsibilities
All staff are required to comply with CWG Quality Management System requirements detailed within the Company Quality Manual & Policies, and to ensure that all Procedure; Plans and Forms within InfoBase are effectively implemented to meet the set ISO 9001 Quality Management Standard.

Person Specification
  1. A Certificate in Personnel and Development or a relevant HR degree is essential.
  2. Administrative experience is essential. Experience gained in a Personnel environment would be highly desirable.
  3. The ideal candidate must have a good working knowledge of Microsoft Office.
  4. Strong inter-personal skills combined with a requirement to ensure confidentiality when appropriate are essential.
  5. The ability to manage a varied workload and prioritise, as necessary.
  6. The successful applicant must be able to work effectively as a team member.
  7. A positive and helpful attitude towards work is essential.
  8. The candidate must possess excellent communication and organisational skills.

If you are interested in joining our highly professional and skilled team for our next exciting phase of development, please complete the form on this page to apply online or send your cv and covering letter to: Personnel Department, Canary Wharf Group plc, One Canada Square, Canary Wharf, London, E14 5AB.

Closing date for applications is Thursday 21 February 2019