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  • Job reference: RMS0105689

HR Departmental Administrator

  • Sector: Engineering
  • Location: Aberdeen
  • Job type: Contract
  • Date posted: 30/01/2012
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The Company:
With interests in over 20 UK Continental Shelf (UKCS) fields, my Client has one of the most significant exploration and production businesses in the offshore waters of the UK.

The Role:
• Responsible for day-to-day administration support for HR team.
• Prepare HR correspondence / letters relating to employee changes (new hire packs, transfers, position title changes, resignations, promotion, progression) and ad-hoc letters (ie: mortgage reference / jury service).
• Support HR Manager and Well Engineering Department with arranging meetings for the teams, team events, managing calendars, meeting room assignments.
• Provide support on HR cycle processes, as required.
• Update shared HR files / folders (ie: Share drive, HR Filing room).
• Order and manage all stationary requirements for HR Department, including new hire packs and documentation.
• Provide secretarial support (scanning, filing, copying, binding, etc) to HR team.
• Perform data entry and maintain departmental spreadsheets, minute taking for HR offsite / weekly / monthly / quarterly meetings, maintain action trackers, update HR milestones, maintain HR / Well Engineering department holiday planner etc.
• Manage annual vacation calculations for UKU on behalf of other departmental administrators and line managers.
• Facilitate the SAP requisition and vendor set-up process for the team.
• Preparing Purchase Requisitions and conveying Purchase Orders to vendors.
• Organise IT requests for team members including new starters.
• Arrange back to work medicals, new hire medicals / medical renewals / BOSIET.
• Order PPE for new starts.
• Organise accommodation / hotel requests for employees in liaison with HR Business Partners / Resourcing Manager.
• Act as initial point of contact for HR department – greeting visitors, dealing with calls to HR department.
• Process ad-hoc letter (mortgage reference/jury service).
• Process exit interview paperwork/issue online exit interview questionnaire/close out IT equipment.
• Reporting for Learning Management System (LMS).
• Maintaining the Well Engineering training matrix (including contacting Petrofac to book training courses).

Contractor administration including:
• Conducting inductions.
• Organising training.
• Setting up contractor interviews.
• Assessment centre administration / processing expense forms.

Essential Skills / Qualifications:
Prior departmental administration experience (ideally within an HR department).
• Excellent communication and time management skills.
• Attention to detail, accuracy and initiative.
• Ability to multi-task and prioritise across multiple requirements.
• Customer oriented, team player.
• Computer skills: MS Office, IGrasp (Recruitment Software), SAP.
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