Human Resources and Facilities Administrator

Full job description
AMERICAN INSTITUTE FOR FOREIGN STUDY

Position: Human Resources and Facilities Administrator

Department: AIFS Admin

Reporting to: VP HR & Facilities

Location: London

The American Institute for Foreign Study (AIFS) was founded in 1964 and since then, over 1.6 million students have participated in its educational and cultural exchange programs. These include AIFS Abroad (study abroad in 26 campuses worldwide), Camp America, Au Pair in America, Academic Year in America, ACIS (school trips for US high school students). AIFS has offices in London, Stamford, CT, Boston, MA, Bonn, Germany and Warsaw, Poland.

The AIFS London offices occupies 5 buildings in and around Queen’s Gate, SW7.

Job Summary/Main Purpose

We are looking for a HR & Facilities Administrator to join the team and support and work closely with the VP HR & Facilities. The HR and Facilities Administrator is responsible for a variety of administrative duties supporting the smooth running of both our HR and Facilities services.

This individual will play a vital part within the team and have ownership for the employee life cycle of our employees ensuring that new starters are added to the HR system, job changes are actioned, leavers are processed in a timely manner along with ensuring all the relevant documentation is checked, saved and sent. The HR & Facilities Administrator proactively manages all HR and Facilities queries across all communication channels and works with managers where necessary on escalations. The HR & Facilities Coordinator role provides a truly fantastic opportunity to build professional HR skills as the role provides the VP of HR & Facilities with crucial support across the HR and facility spectrum including compliance works, performance management, employee relations, projects and reporting.

Responsibilities

Human Resources

· Be the first point of contact for phone and email queries, responding in a supportive and timely manner and escalating where necessary.

· Understand and manage the administration of a number of HR processes including DBS checks, maternity reporting, uploading of absence management, leavers processes and references.

· Provide administrative support to a range of HR projects, looking for improvements to our processes and procedures.

· Arrange meetings, panel hearings, job evaluation panels, booking venues, inviting attendees and printing papers.

· Provide administrative support such as minute taking when required.

· Update and maintain staff records, both manually and electronically.

· Ensure that all employees' personal files and relevant HR databases are maintained according to audit/ legislative requirements.

· Use initiative and judgement at all times and know when it is appropriate to escalate issues to the VP HR & Facilities

· Manage the Onboarding and leavers processes.

· Supporting the payroll team with HR queries.

· HR system management and data base reporting.

· Employee relations admin.

· Manage HR communications and escalate where appropriate.

· Assist in providing advice and guidance on standard HR policies and procedures, terms and conditions of employment to managers and employees

Facilities

· Assist with facilities activities as required, including organising repairs or maintenance work.

· Meet and greet contractors and trades across a multi-site location ensuring site rules are followed.

· Ensure accessibility of rooms are available for any contractors prior to arrival in conjunction with Facilities and maintenance assistant.

· Research costs and availability of parts required for in-house repairs.

· Co-ordinate postal duties as and when necessary.

General

· To participate in cross-functional projects as appropriate.

· Manage the cyber security training database, add/remove employees/chase employees for completion.

· Update the UK office quarterly organisation charts and headcount and send to Stamford office.

· Organisation and event planning for both Summer and Christmas social events ensuring venues and dining options are booked at least 6 months ahead of time (including sending out invitations, noting dietary requirements, liaison with overseas colleagues attending July summer party in London,

· Book meeting rooms in 38 QG on diary system and arrange refreshments including lunches where required and ensuring rooms are set up ahead of time

· Provide information for annual longevity awards including bios and gifts

· Prepare following year’s meeting schedule of London exec meetings annually, and ensure distributed in September of prior year and electronic calendar invitations sent out.

· Liaise with US office and be point of contact for general queries, as required.

· Varied and demanding workload

· Ad-hoc duties as required

Skills

· Fully competent in Microsoft Office particularly – Word, Excel, , Outlook

· Knowledge and ability to manage computer and hard-copy filing systems

· Communication skills – written and oral

· Excellent interpersonal skills

· Literacy, numeric and accuracy skills

· Excellent document presentation skills

· Knowledge of data protection and dealing with confidential information

· Ability to use initiative

· Ability to cope with a varied and demanding workload

· Ability to work proactively as part of a small team

· Ability to handle pressure and work to deadlines

Methodical and organised in your approach to work with high attention to detail and a professional, calm manner
Essential:

· CIPD qualified, minimum CIPD level 3.

· 2 years of HR Coordination/Administration experience

· Knowledge of HR legislation

Desirable:

· Administration experience with similar duties

· Record input and maintenance

· Working with confidential data

· Diary management

· MoorePay HR system experience

Salary and benefits

· Competitive salary and annual bonus

· Opportunity to develop HR qualification

· After successful completion of probation eligible for private medical insurance, life assurance, income protection insurance, annual health assessment and wellbeing benefit

This position is based at our Queen’s Gate location working

Monday to Friday 9am to 5pm or 9.30 to 5.30pm

Applicants must be able to provide documentary evidence of their eligibility to work in the UK and two references (one from current or latest employer)

AIFS UK Ltd is committed to building and sustaining an inclusive, diverse, and equitable working and learning environment for all students, staff, and faculty and we are proud to be an equal opportunity employer.

All qualified applicants are encouraged to apply and will receive equal consideration for employment without regard to race, colour, religion or belief, *** or gender, gender identity or expression, ****** orientation, marital or civil partner status, pregnancy or maternity, nationality, ethnic or national origin, genetics, disability, age, or veteran status. We make recruitment decisions based on applicants’ skills, experience and knowledge, and ensure all applicants are treated equitably.

Job Types: Full-time, Permanent

Pay: Up to £35,000.00 per year

Benefits:

Company pension
Health & wellbeing programme
Life insurance
Private medical insurance
Application question(s):

Do you hold a CIPD qualification
Education:

Certificate of Higher Education (preferred)
Location:

South Kensington SW7 5HR (preferred)
Work Location: In person