Maltin PR
HR Assistant & Reception Coordinator
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HR Assistant & Reception Coordinator
Reporting to: Head of Operations / COO
Location: London (Office Based)
Role Overview
We are looking for an organised, proactive, and personable HR Assistant & Reception Coordinator to support the smooth running of our HR function while providing a professional front-of-house experience for employees, clients, and visitors.
This is a varied role that combines HR administration with reception responsibilities, making it ideal for someone who:
- Enjoys working with people
- Thrives on organisation
- Takes pride in delivering an excellent employee and visitor experience
Working closely with the Head of Operations, you will:
- Support the full employee lifecycle
- Maintain HR systems
- Assist with recruitment and onboarding -Administer employee benefits
- Ensure HR documentation and internal communications remain up to date
Alongside this, you will provide reception cover, welcoming visitors and helping ensure the office runs smoothly day to day.
Key Responsibilities
HR Administration
- Prepare contracts of employment, offer letters, and other employment documentation
- Coordinate the onboarding process for all new employees
- Manage employee offboarding, including leaver documentation and system updates
- Maintain accurate employee records and confidential HR files
- Produce HR letters (e.g., probation confirmations, salary changes, contractual amendments)
- Support managers with HR administration throughout the employee lifecycle
- Assist with HR reporting as required
BambooHR Administration
- Maintain accurate employee records within BambooHR
- Manage new starter and leaver workflows
- Upload contracts and employee documentation
- Administer onboarding and offboarding tasks
- Support performance reviews using BambooHR
- Ensure employee data remains accurate and up to date
- Produce reports and people metrics when required
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Recruitment
- Post and manage job advertisements across recruitment platforms
- Coordinate interviews with candidates and hiring managers
- Liaise with recruitment agencies where necessary
- Assist with preparing offer documentation
- Maintain the company’s intern recruitment log and recruitment pipeline
Policies & Internal Communications
- Assist with reviewing and updating company HR policies
- Maintain the Employee Handbook, ensuring it reflects current policies and legislation
- Keep the company intranet up to date with:
- HR information
- Policies
- Benefits
- Company resources
- Ensure employees have access to latest documentation and guidance
Employee Benefits
- Administer employee benefits, including:
- Private healthcare
- Gym membership
- Other introduced benefits
- Process new joiners and leavers with benefit providers
- Respond to employee benefit queries
Reception & Office Support
- Provide reception cover during office hours
- Welcome clients and visitors, ensuring a professional first impression
- Answer and direct incoming telephone calls
- Manage meeting room bookings and prepare rooms for meetings
- Receive deliveries and distribute post
- Assist with general office administration
- Help maintain reception and communal areas in a presentable condition
Skills & Experience
Essential
- Previous experience in an HR Assistant or HR Administrator role
- Experience using BambooHR
- Experience administering performance reviews within BambooHR
- Experience coordinating employee onboarding and offboarding
- Experience preparing contracts of employment and HR documentation
- Strong organisational and administrative skills
- Excellent attention to detail
- Confident communicator with strong:
- Written communication skills
- Verbal communication skills
- Professional and friendly manner with strong customer service skills
- Ability to manage confidential information with discretion
- Good knowledge of Microsoft Office
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Desirable
- CIPD Level 3 (or currently studying)
- Experience working within a professional services environment
- Knowledge of UK employment legislation
- Experience maintaining company intranets
- Experience administering employee benefits
Personal Attributes
We're looking for someone who is:
- Exceptionally organised
- Friendly, approachable, and professional
- Proactive, with a positive attitude
- Comfortable managing multiple priorities
- Calm under pressure
- A strong team player
- Naturally detail-oriented
- Passionate about providing an excellent employee and visitor experience
What Success Looks Like
Within your first year, you will:
- Deliver a seamless onboarding and offboarding experience
- Become the internal expert for BambooHR administration
- Ensure performance reviews are well managed and completed on time
- Keep the following up to date:
- HR policies
- Employee Handbook
- Company intranet
- Maintain efficient administration of employee benefits
- Keep recruitment activity and intern programme well organised
- Provide a welcoming and professional reception experience for all visitors
- Support the Head of Operations in continually improving HR processes and the overall employee experience
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