HR Administrator - Gibraltar

The role of the HR Administrator will involve administration such as data entry, filing, and maintaining up to date employee information for compliance requirements. The role involves preparing required documentation for managers and employees, sending out letters and giving first line advice to employees who have queries around policies and procedures.

This role works within the HR team, working closely with the HR Advisors and Payroll Manager providing an excellent level of support.

Key Responsibilities

• Provide first line day to day advice to line managers and employees on general HR related queries, requests and policies and procedures, escalating more complex issues to the HR Advisor, HR Operations Manager or HR Business Partner
• Work closely in supporting the HR Advisor and Payroll Manager as and when needed
• Support line managers with absence management cases and where required other processes as requested by the HR Advisors and HR Operations Manager
• Support the new starters introduction process including the administration for new employees
• Produce ETB forms (new starters/contract changes/leavers)
• Provide support and advice to employees on Edays including maintenance of new starters/leavers/etc.
• Ensure that all payroll instructions are prepared including contractual variations, new starters, leavers
• Create manual employee files and maintenance of leavers
• Monitoring probation periods and support the process through administration and letters
• Ensure employee benefits are set up correctly such healthcare, pension, life insurance
• Maintenance of HRMatters and escalating more complex issues to the HR Advisor, HR Operations Manager or HR Business Partner for resolution
• Process work permit applications (EDW) and support employees with the visa renewal process
• Ensure exit interviews are conducted for all staff electronically and information collated for further review, highlighting issues when necessary
• Provide employees with support for pension applications, including providing documentation and supporting information
• Produce letters for employees as and when required
• Liaise with the ETB, Tax Office and other Government offices to ensure the business remains compliant with process as required
• Management of HR drive files, constantly working to ensure all relevant and up to date information is stored on the drive in a organised manner
• Complete government reports on employee demographics ensuring all Government deadlines are met
• Provide reports from the HR database for the purpose of auditing and monitoring employee data
• Update the Frisk, learning and development system to ensure new starters are set up for all necessary training on induction and any further developments
• Keep an up to date tracker of those that have completed the required training following induction and ensure the individual is reminded of the requirement to complete
• Maintenance of staff lists including new hires, working notice, leavers, probation, secondment , wellbeing and when required support facilities by carrying out DSE assessments
• Ensure resignations are acknowledged in a timely manner, the line manager is aware of the process and all information, including any outstanding payments required such as additional annual leave, is communicated to the Payroll Manager for processing
• Respond to reference requests for current or ex-employees
• Process gym membership requests

• Working to towards a CIPD qualified

• An up to date and general working knowledge of Gibraltar employment legislation
• A proven ability to develop and maintain effective working relationships with internal and external managers and contacts
• Verbal communication skills to communicate with all levels of the organisation. Confident at delivering feedback.
• Written communication skills to produce succinct correspondence and reports.
• Excellent administrative skills
• Results and service focused
• Ability to work under the pressure and tough deadlines
• A high level of confidentiality
• The flexibility and willingness to learn
• The ability to work accurately, with attention to detail