People Assistant

Assystem is an international company with one mission: accelerate the energy transition around the world.

Every day, our 6,500 switchers located in 12 countries (Europe, Middle East, Pacific Asia & Africa) connect their six thousand billion neurons to tackle the task of the century: switching to low-carbon energy.

We are a collective committed to the actors who are making the energy switch. Sharing our knowledge, expertise and values allows us to innovate and think differently about the energy transition.

Drawing on more than 55 years’ experience in highly regulated sectors subject to strict security and safety requirements, we provide our customers with engineering and project management services, as well as digital services and solutions to optimize the performance of complex infrastructure projects throughout their life cycle. The Group is currently ranked second in the world for nuclear engineering.

To ensure a viable, efficient, and reliable energy future for all.

Assystem is hiring for a People Assistant to join our business supporting our growing People Function, from our Head Office in Blackburn. The People Assistant will be responsible for providing a consistent and high-quality HR administration/transactional service to designated Business Units, key stakeholders and colleagues. Responsible for providing a full HR administration service as well as supporting with queries or providing first line contractual advice.

Key Responsibilities and Accountabilities:

• To provide an excellent customer focused HR administration support service across the full spectrum of the employee lifecycle, including but not limited to:
• Collation of all documents for the preparation and issuing of offers and contractual terms and conditions, working in collaboration with Business Units, Recruitment Business Partners, the wider HR team and new colleagues to manage the administration process from beginning to end.
• Manage the variation and leaver process, ensuring all processes are followed in full, liaising with other business areas and the wider HR team where required.
• Manage the administration processes relating to all family leave requests.
• Providing a timely response inside the set SLA regarding all contractual queries, providing first line contractual advice to Business Units and Colleagues.
• To accurately calculate annual leave and other contractual entitlements and communicate these as necessary.
• Ensuring the HR/Company information system is maintained, and data cleansing regularly occurs on a quarterly basis to ensure all data is up to date and relevant.
• Manage the Probation administration & reporting process to ensure information is passed to HRBPs on a monthly basis.
• Manage the Absence management administration & reporting process to ensure information is passed to HRBPs on a monthly basis.
• Assist with any administration tasks relating to our Performance Development/Management processes.
• Supporting the wider HR Team with our internal induction and onboarding process.
• Issuing references to new employers and requesting references for potential new colleagues.
• Ensuring that all salient data and information is inputted into our HR information system and passed to payroll for processing each month.
• Undertake the administration relating to the Visa application process, working closely with the HRBP requesting the administration of this process.
• To process all received HR forms ensuring that the appropriate levels of authorisation are obtained before actioning.
• Supporting with any other HR administration tasks relating to the employment lifecycle.
• To take ownership of the whole HR administration process, using initiative and liaising with the HR Manager to introduce new effective and efficient ways of working or processes.
• To take ownership of HR reporting and statistic requests, running internal reports and passing this information to the requesting manager or HRBPs for further analysis.
• Act as our HR information system support function for user queries or access problems, escalating as necessary to the wider HR team where required.
• To provide a professional service, applying a working knowledge of HR to answer queries and resolve problems in the first instance, with assistance from the HRBPs and wider HR team when required for escalated matters.
• To promptly and courteously deal with enquiries from colleagues and managers, providing appropriate advice and information, through a variety of methods, including teams, email, website, telephone and in person.
• To ensure the highest level of customer service is maintained at all times and act as a role model for excellent service delivery.
• To follow set policies and procedures, using judgement as to when to escalate complex queries to the HRBPs or HR Manager.
• To ensure that all written documentation is accurate and contains the correct information and that the content is professional, in line with employment law and suitable at all times.
• To carry out informal coaching with managers regarding the correct completion of HR administration forms.
• To contribute to the on-going review and improvement of HR operational processes ensuring the delivery of a customer focused, added value service.
• To maintain confidentiality at all times and in all matters, adhering to Data Protection and the General Data Protection Regulations at all times.
• To ensure that Equality, Diversity & Inclusion (EDI) applies at all times within the role and to actively promote EDI wherever possible.
• To work closely with the HR Manager at all times, ensuring that lines of communication remain open and that important information is relayed in a timely efficient manner.
• Undertake all activities in line with Company Health, Safety, and Environmental policies and procedures and participate in the development of a safe and healthy workplace.

Qualifications or Equivalent Experience:

• CIPD Level 3 (5 desirable)
• Demonstrable experience of undertaking an administration role, preferably within HR
• Knowledge and experience of full HR administration lifecycle.
• Experience of working in an international organisation (desirable)
• French Speaking (Desirable)

Skills & Knowledge:

• Comprehensive understanding of HR administration processes
• MS Office suite - adept at PowerPoint, Excel, and Word and HR Systems (HIVE Desirable)
• Accuracy/close attention to detail in recording or creating information in written and statistical format.
• Excellent Verbal and written communication skills.
• Excellent organisational skills.
• Abilitiy to juggle multiple conflicting priorities, working on own initiative to prioritise tasks.
• Proavtive self-starter with positive attitude.
• Committed to continual professional development

Security Clearance

Due to the nature of work to be undertaken applicants will be required to meet certain residency criteria in order to attain a minimum level of UK security clearance.

We are committed to equal treatment of candidates and promote, as well as foster all forms of diversity within our company. We believe that bringing together people with different backgrounds and perspectives is essential for creating innovative and impactful solutions. Skills, talent, and our people’s ability to dare are the only things that matter !. Bring your unique contributions and help us shape the future.