HR Administration Specialist

JOB PURPOSE

The HR Administration Specialist is responsible for providing support to the People and Culture Team of the Guild Group in Australia by providing efficient and accurate HR Administrative support.

ACCOUNTABILITIES

Provide efficient and effective human resources support to the P&C Team and business including:

Administration / General

• Prepare employment contracts and administer employee changes in SPARK (letters, contracts and relevant agreements)

• Administer all employee Lifecyle stages including onboarding, changes and offboarding (including updating SPARK as required).

• Establish and maintain employee records and data in HR information systems (SPARK, Chris 21) and electronic personnel files

• Collaborate closely with Payroll to provide accurate information and meet payroll deadlines.

• Manage the exit process (this includes processing exit forms, coordinating notifications, sending exit surveys).

• Follow up managers for incomplete probation reviews and prepare necessary paperwork once complete.

• Facilitate background checks for new hires (and existing employees where new role in undertaken or required by RAC), ensuring compliance and completeness (follow up with incomplete applicants).

• Action all queries and tasks within the HR Support mailbox (also manage other mailboxes including, Learning, Wellbeing and Perf & Rem).

• Maintain and update polices and provide basic policy and business process advice.

• Assist on various ad hoc HR projects and audits as required

• Manage the Parental Leave process including tracking of leave and return dates and preparing paperwork.

• Assist the administration of the Visa sponsorship process with external vendors and monitoring employee's Visa requirements across the Group.

• Assist with updates to the HR Manual, HR Tracker, SOPs, QRGs and process maps.

• Assign performance appraisal to new starters in probation

• Wellbeing - administrative support and communication for all Wellbeing initiatives including, Skin / Health Checks, Flu Vax, VP Go, RUOK Day, Bupa consultations.

• Benefits - Send out communication for employee benefits (i.e. Bupa deals and offerings) and manage Flare benefits and respond to employee queries.

• Communication - employee updates / changes, post news and updates on Gigi, Umbrella etc.

• Update and maintain pages on Gigi & P&C Portal

• WHS - Provide backup to take minutes at quarterly WHS Committee Meeting (minutes to be circulated post meeting) and administration of activities for WHS.

• Undertake any other duties as reasonably required by your line manager.

System & Reporting

• Point of contact for SPARK related issues and troubleshoot.

• Submit ELMO Help Desk / PageUp support tickets when issues cannot be solved.

• Integration support - knowledge of failure points and troubleshoot simple cases.

• Manage reporting escalation queries

• Undertake HR Support reporting, including, FASAM, P&C Snapshot (maximum term contract expiry, visa expiration, probation etc), leave, service anniversaries and birthdays.

• Support the collation of P&C reporting including turnover, compliance, board, WGEA and Townhall.

• Compile ad hoc reports and conduct analysis from SPARK and Chris21 for the HR Team and business stakeholders.

• Perform administrator tasks in SPARK (i.e. impersonation to enter data)

Learning

• Support and assist the administration of learning activities including:

  • Assign learning modules in SPARK - including modules assigned to new starters as per role (includes third parties) and employees returning from Parental Leave.

  • Mark off training attendance in SPARK (for training conducted in person)

  • Check with ANZIIF re CPD points.

  • Create learning modules in SPARK or upload pre-prepared learning content into SPARK

  • Update existing learning modules in SPARK and Articulate

  • Respond to learning enquiries and provide learning admin and support.

ESSENTIAL SKILLS/ABILITIES

The successful candidate will demonstrate:

• Alignment with the organisational values and commitment to upholding integrity and confidentiality.

• Strong written and verbal communication skills (English Language)

• Strong comprehension skills and understanding of direction.

• Excellent capacity to plan, organise and multi-task

• Impeccable attention to detail and accuracy in task execution.

• Proven ability to work independently, take initiative, and thrive in a team environment.

• Problem-solving skills and a capacity for lateral thinking.

• Ability to build relationships across all levels of business internally and externally

• Intermediate/Advanced skills in Microsoft Outlook, Word, Excel, PowerPoint

• Corporate and professional composure with the ability to maintain confidentiality

• Strong customer service

• Excellent time management and organisational skills

​EDUCATION

• Preferably completed an undergraduate degree in Human Resources, business or similar discipline.

KNOWLEDGE & EXPERIENCE

• 3 to 5 years of experience in a Recruitment Administration or general HR Administration role

• Experience in Financial Services or Professional Services industries, ideally within an Australian organisation.

• Experience using a HR database such as ELMO and Chris21

• General HR Policy and advice experience (Preferred).