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Administrator: Process Support & HR Assistant (Part-Time)

Cheltenham

CloudTamers is a reseller of NetSuite business management software and Built-for-NetSuite applications developed by CloudTamers. We are seeking a competent person to join our team to support both our general and HR-specific administration functions (estimate approx. 50:50 split).

Purpose of the role:
This part time role offers an exciting opportunity to contribute to our Process, People and Culture initiatives by supporting our administration work, our employees and enhancing staff welfare. You will play a crucial role in our close-knit administration team, assisting our Customer Services Manager and the Chief Operations Officer in supporting our business processes and assisting with our HR operations and promoting best HR practices. As well as general administration support you will be the subject matter expert for CloudTamers for HR matters with access to support from outside sources if required.

Reports to:
Customer Services Manager with direction from Chief Operations Officer for HR-related processes.

Relationships:
CloudTamers employees; Finance & Admin Team; Directors and Team Managers, Customers.

Key duties:
1. General Administration: Supporting the Customer Services Manager:
1.1 Assisting with maintenance of project management data in the organisation’s NetSuite Account Management System, maintaining file copies and accurate statuses of electronic and/or paper documents/forms,
1.2 Assisting account managers with project management processes,
1.3 Assisting with the maintenance of accurate statuses of action items/lists, spend against authorised budgets, project completion certificates,
1.4 Assist with the invoicing process,
1.5 Assist with reporting on the organisation’s utilisation hours,
1.6 Assist with the management of CloudTamers’ case management system,
1.7 Assist the administration of CloudTamers’ Change Order process,
1.8 Provide general administrative support to colleagues as required,
1.9 Receive incoming visitors in person or by phone, email, Teams etc. and establish and maintain good relationships, demonstrating CloudTamers’ considerate meeting and telephone manner and email style.

2. Recruitment:
2.1 Support including contributing to formulating details for posts (job titles, tasks, essential and desirable skills and experience, benefits package, draft contracts),
2.2 Making appointments for interviews, commissioning reports, taking up references,
2.3 Contributing to the post-interview analysis and selection process,
2.4 New employee onboarding including communications with new starters before joining,
2.5 Administer the induction process.

3. Retention
3.1 Ensure all staff Job Descriptions are up to date and reflect the work they are required to undertake, notifying managers when changes may be appropriate,
3.2 Remuneration and Benefits administration, including liaising with payroll bureau on start, leave and absence dates, salary, pension, health insurance, NI, PAYE, P11d, P11d(b), etc.,
3.3 Evaluate current review processes and make suggestions for improvement, arrange periodic reviews, attend employee reviews, taking detailed notes for line managers,
3.4 Promote company core organisational values and behaviours,
3.5 Work with managers and Directors to maintain and improve the retention and development of employees,
3.6 Handle early-stage enquiries into any staff welfare/dissatisfaction issues, escalating where necessary,
3.7 Assist in the management of the process of disciplinaries and grievances,
3.8 Administer leave: annual, sick, parental, compassionate, unauthorised absence etc. in accordance with CloudTamers’ policies.

4. Exit management:
4.1 Organise and attend employee exit interviews, taking detailed notes for line managers,
4.2 With CEO and Chief Operations Officer, ensure compliance with national and company policies on leaving procedures.

5. Documentation management:
5.1 Regularly review all HR-related contracts, policies and documents, suggest improvements and ensure currency and compliance with legal regulations, national best practices and other relevant company policies and procedures,
5.2 Coordinate the process of updating HR-related contracts, policies and documents; manage dissemination to staff, ensure and monitor adoption.
5.3 Maintain and store HR-related contracts, policies and documents appropriately.
The above are the main responsibilities of the role; it is likely that other work will be required in supporting the organisation’s activities and that the role will develop over time to suit the changing needs of the business. A flexible approach by the role holder to developing and contributing to the growth of the business will be a prime requirement for success in this role.

Experience & Qualifications
(Essential)
• A Regulated Qualifications Framework (RQF) Level 3 qualification in HR (CIPD or equivalent) or evidence that significant progress is being made in obtaining this or an equivalent qualification.
• A minimum of one year’s proven experience in HR administration,
• Ability to maintain confidentiality and handle sensitive information with discretion,
• A proven record of attention to detail and general administrative functions,
• Excellent communication in the English language both oral, written and interpersonal abilities,
• Excellent note taking – including attention to detail and the ability to capture information at speed,
• Sufficient experience of working in a team environment at any level,
• Ability to prioritise time and workload,
• Strong attention to detail and organisational skills,
• Proficient in MS Office applications,
• Approachable, patient and efficient in dealing with colleagues, by telephone and in person, in a warm and friendly manner.

(Beneficial)
• Exposure to employment policies, regulations and laws being enforced in adversarial situations.

Personal skills and style
The role requires someone who:
1. Is a strong moral character demonstrating honesty, integrity, loyalty to the organisation and has a sense of community responsibility,
2. Leads by personal example in setting a positive, respectful and encouraging atmosphere,
3. Is able to relate to people, is a confident communicator,
4. Is a hard worker who can balance multiple tasks and priorities including understanding those of team members and other colleagues,
5. Is organised, practical and diligent, is an intelligent and open-minded problem solver who approaches things in a methodical, analytical way and possesses a critical eye for detail,
6. Is a team player who is keen to learn and accepts direction,
7. Is someone who is not afraid to use initiative, and when appropriate to do so can make a good, educated guess as to how best to proceed.

Practical arrangements and benefits
• Exact working hours and arrangements can be negotiated with successful candidate, the following are examples only (assume 20-25 hrs per week):
o Example 1: Mondays and Thursdays 09:00-17:30 with a regular pattern of further hours to be agreed (Tu, We and/or Fri between 09:00 and 17:30),
o Example 2: Monday to Friday inclusive 09:30-14:30,
o Example 3: Monday to Friday inclusive 12:00-16:00,
o Other options can be considered, but must include Mondays and Thursdays,
• Location of Work:
o Mondays and Thursdays: CloudTamers Head Office, Cheltenham GL51,
o Other days from home or from CloudTamers office to suit candidate,
• Holidays: Pro-rated to agreed hours: 31 days including English public holidays, rising by one additional day each year in year three and in subsequent years of continuous employment up to a maximum of 36 days including public holidays,
• Sick Pay: During probation: SSP. Post probation, up to one week’s full pay and one week’s half pay in any calendar year followed by SSP,
• Pension: CloudTamers automatically enrolls eligible employees into a pension scheme approved by The Pensions Regulator after three months of employment,
• Personal Health insurance: a contribution (after successful introductory period),
• A subsidised on-site canteen and restaurant at CloudTamers head office,
• Free on-site parking at CloudTamers head office worth £750 per year,
• Notice of termination: during probation: one week from either side, post probation, one month from either side rising to 5 weeks on the anniversary of the first start date, 6 weeks on the second, 7 weeks on the third and 8 weeks on the fourth,
• CloudTamers is a positive employer, meaning that you will not be discriminated against on (e.g.,) the basis of sex, marital or civil partnership status, trans-gender status, pregnancy and maternity, age, colour, race, nationality, ethnic or national origin, religion or belief, disability or sexual orientation, nor will you discriminate against others.

Please click on Apply Now to apply for this role and visit the website listed to the right of this page to find out more about Cloudtamers.

Salary: £26k (FTE to be pro-rated) per annum. Approx £13.50/hour based on FTE, 20-25 hours per week (TBA)

Hours Per Week: 20-25

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