POLTRONA FRAU SPA
Poltrona Frau In Motion/KJ Ryan HR Administration Specialist
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Role Overview
The HR Administration Specialist provides essential support to the HR function by managing all routine and periodic administrative tasks across the employee lifecycle. The role is responsible for maintaining accurate employee records, supporting payroll processes, providing administrative support to employee relations matters, and acting as the owner of the Time & Attendance (T&A) system to ensure complete and accurate data. This position contributes to efficient HR operations and supports the smooth running of the organisation.
Key Responsibilities
Time & Attendance System Ownership:
- Act as the owner of the Time & Attendance system, ensuring it is accurately configured, maintained, and used correctly across the organisation.
- Manage daily roll call and liaise with Team Leaders regarding absences or missing clock-ins.
- Update and maintain all T&A records, including holidays, sickness, absences, overtime, and clocking corrections.
- Enrol new employees on the clocking system and provide guidance on its correct use.
- Monitor attendance patterns and escalate issues when required.
Payroll Support:
- Input variable payroll data including overtime, absence, sickness, and attendance corrections.
- Prepare timesheets for temporary/fixed-term workers and verify agency invoices.
- Upload required payroll documents including sick notes, pension opt-outs, and maternity/paternity forms.
- Support the Finance Controller with the monthly pre-payroll review by ensuring all data is correct and complete.
- Assist in resolving payroll-related queries from employees in collaboration with the Finance Controller, HR and the payroll provider.
- Support the Financial Controller to deliver accurate and timely monthly payroll.
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Employee Lifecycle Administration:
- Manage administrative processes for new starters, contractual changes, and leavers.
- Prepare induction packs and deliver elements of the onboarding process.
- Prepare employment contracts and relevant HR letters for the production team.
- Maintain accurate employee records including personal information, organisational changes, and salary updates.
- Update and maintain new starter records and HR trackers.
- Conduct return-to-work paperwork following sickness absence.
- Perform monthly Right to Work checks and monitor expiring documents.
- Provide first-line HR administrative support to production employees and managers.
Employee Relations Support:
- Support managers with routine ER matters by providing attendance data, absence reports, and required documentation.
- Monitor trends in absence, lateness, and clocking irregularities, escalating concerns appropriately.
- Ensure return-to-work discussions are completed and documented.
- Maintain confidential ER records in line with company policies.
HR Reporting & KPIs:
- Prepare regular HR reports including absenteeism, sickness, overtime, headcount (HC), and FTE.
- Support the monthly HR dashboard and rolling workforce forecasts.
- Assist with KPI reporting for related departments when required.
HR Projects & Engagement
- Support internal communication initiatives, employee engagement projects, and events such as town halls and surveys.
- Support scheduling and coordination of interviews and recruitment activities where necessary.
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Education And Experience
- Previous experience in an HR administration role within a medium-to-large organisation or employment consultancy business.
- Experience using Time & Attendance/HR systems (ADP experience is an advantage).
- Strong IT literacy, particularly in Microsoft Excel.
- Good understanding of HR processes and basic payroll administration.
- Bachelor’s degree in Human Resources, Business Administration, or a related field is preferred.
Competencies And Skills
- Excellent attention to detail with strong administrative accuracy.
- Highly organised with the ability to prioritise multiple tasks.
- Strong verbal and written communication skills.
- Ability to handle confidential information professionally and appropriately.
- Proactive and solution-oriented; able to collaborate effectively across departments.
- Strong problem-solving and decision-making capabilities.
Personal Attributes
- Reliable, committed, and takes ownership of tasks.
- Professional, positive, and approachable in interactions with colleagues and managers.
- Curious and eager to learn new systems, processes, and policies.
- Calm under pressure and able to manage peak workloads effectively.
- Self-motivated with a strong sense of accountability.
This job description is intended to convey information essential to understanding the scope of the role. It is not intended to be an exhaustive list of skills, duties & responsibilities associated with the position.
Workplace: Coventry.
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