PA / HR Admin Assistant

Location Birmingham
Job ref: 029172
Published: 29 days ago

About Us

Grafton is an international trade focused, multi-channel distributor of construction products. The success of the business is based on the quality of the products it distributes and the quality of the service it provides to its customers. The Group aims to build on its leading market positions in the UK, Ireland, The Netherlands and Finland and to grow internationally in distribution and related markets.

 

The Job

To provide direct support to the Group HR Director whilst providing cover and support for the HR Administrator.  Additionally, providing ad-hoc support to the PA to Group CEO & CFO which may include both PA tasks for the Group CEO & CFO, general office administrative tasks, and also supporting engagement and charity events for the office. The role is Monday - Friday, negotiable 30-37.5 per week 

 

PA Accountabilities/Responsibilities

  • Provide full administrative and secretarial support, proactive diary management and travel/hotel arrangements to the Group HR Director
  • Provide support to the PA to Group CEO & CFO when required in assisting the Group Board Directors with travel and meeting requirements
  • Arrange meetings, liaise with external and internal attendees on suitable dates, organise venues and catering as required
  • Provide on-site support for meetings, including hospitality/meet & greet visitors, IT and video-conferencing support
  • Prepare board reports and presentations to a high standard and in a timely manner, sourcing information from a variety of sources both internally and externally
  • Organise quarterly Senior HR Forum meetings, including venue, accommodation and agenda planning
  • Organise quarterly Colleague Forums meetings and bi-annual Country Colleague Committee meetings, through from date setting, to attending as note-taker (some flexibility in hours worked may be required to attend these meetings)
  • Open and distribute registered office post daily, ensuring Group process is followed and the post directed to the correct department
  • Complete monthly expenses claim within a timely manner
  • Provide administrative support for the Group engagement survey, including submission of accurate data hierarchy and creation of results packs once available
  • Process department invoices, including ensuring appropriate approval and recharge details documented
  • Assist the Office Charity Committee with fundraising events
  • Support and champion colleague engagement and wellbeing events in the office
  • Assist with general office management, including stationery ordering, replenishing kitchen supplies, etc
  • Perform any other reasonable duties as required.

 

HR Administration Accountabilities/Responsibilities

  • Supporting the HR Administrator as back up but also covering absence and holiday
  • HR Administration involving Starters, Leavers and Amendments
  • HR Systems Administration involving testing on upgrades, management of the e-learning system and Grafton Grab (Benefits portal)
  • Bonus administration involving plans and letters
  • Keeping up to date the HR System with documentation
  • Responding to the HR Shared mailbox in a timely fashion
  • Regular updates on Group Training administration and completion rates of mandatory training
  • Supporting recruitment on an ad-hoc basis (CV gathering and distribution)
  • Administration of the Simply Health Cash Plan and Aviva private health portal
  • Cycle to work administration/processing
  • Perform any other reasonable duties as required.

You

  • Experience working as a PA/Senior Administrator
  • Proficient Outlook, Excel, Word and PowerPoint skills.
  • Excellent communication skills, both written and verbal.
  • Comfortable communicating with all levels of the company, in a professional manner whilst acknowledging confidentiality.
  • Excellent time keeping, working to deadlines and prioritising as needed.
  • Able to manage multiple projects in a high volume and fast paced environment.
  • Exceptional organisation skills with a high level of accuracy.
  • Self-motivated and happy working solo and as part of a team.
  • Friendly, self-confident, conscientious with a sense of humour

What can you expect in return?

  • Annual bonus opportunity
  • Hybrid home/office working (minimum of 3 days in the office per week required)
  • 25 days holiday a year (plus bank holidays)
  • Holiday buy scheme
  • Discount card for Grafton brands
  • Salary sacrifice pension contributions
  • Health Cashplan – claim money back on everyday healthcare needs and treatments (Dental, physio, prescriptions to name a few)
  • Share saving scheme
  • Company sick pay
  • Life assurance
  • Cycle to work scheme
  • 100’s of retail discounts available through our flexible benefits portal