HR Administrator
12 month FTC
Chiltern Railways is part of the Arriva group, one of the leading providers of passenger transport in Europe. Chiltern Railways operates commuter/regional rail passenger services from its Central London terminus at London Marylebone along the M40 corridor to destinations in Buckinghamshire, Oxfordshire and Warwickshire, as well as long-distance services to the West Midlands along two routes.
We are looking for a HR administrator to join our HR team to support and lead on a broad range of HR administrative tasks, including HR systems, reporting, compliance and process management. The role includes daily use of HR systems, in particular Workday, including providing support, advice and guidance to the HR team, all managers and employees to ensure tasks are processed and completed accurately and efficiently. The role is an integral part of the HR team and and supports in achieving departmental and business plans, strategy, and objectives.
Reports to the HR Business Partner and provides administrative support to the HR team, all managers, and employees.
Manage, process, and administer all actions and tasks in Workday.
Monitor the Workday inbox daily for all new actions received i.e., job requisitions, change requests, leavers, etc.
The point of contact for managers for all Workday tasks and actions and provides advice, support, and guidance on all manager led Workday activities i.e., how to raise job requisitions, how to complete salary change requests, etc.
Work frequently with managers to ensure all manager led tasks and actions processed in Workday are progressed and completed.
Ensure that all actions and tasks in Workday required for payroll cut off are followed up, progressed, and completed in good time ahead of the periodic payroll cut off dates to ensure smooth and successful completion of HR and payroll system interface.
Ensure that the information contained within Workday is accurate and up to date e.g., employee information, organisation charts, grade profiles, job roles within headcount, etc.
Work collaboratively with Group (Arriva) to ensure Workday best practice and use is applied.
Support the Remuneration Committee (RemCom) and ensure that all actions and requests received by HR, inside and outside of Workday, that involve remuneration (i.e., replacement hire, request for additional headcount, request for increase in salary, organisation changes, business case papers, etc) are input into the RemCom Tracker.
Ensure that the RemCom Tracker is completed, is up to date and is sent to RemCom chairs on a weekly basis ahead of the weekly RemCom meeting.
Attend the weekly RemCom meeting (if required) and ensure that the RemCom Tracker is updated with any decisions, responses and/or actions from the RemCom chairs following the weekly RemCom meeting.
Ensure all RemCom follow up actions are actioned in good time ahead of the periodic payroll cut off dates to ensure smooth and successful completion of HR and payroll system interface.
Attend regular meetings with the HR Business Partner and the recruitment team.
Responsible for all onboarding HR administrative activities and tasks following completion of the recruitment process by the recruitment team.
Ensure all actions required in Workday regarding new starters are accurately completed.
Send introductory and conditional offer e-mails to all new starters attaching all pre-hire new starter documentation for completion and return.
Manage the completion and return of new starter documentation from new starters.
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Ensure all contracts of employment are prepared, completed, and distributed in a timely manner.
Request and arrange with Occupational Health new employee medicals.
Ensure all uniform (if required), ID badges, ID passes, travel passes, and car parking passes are processed for all new starters. If applicable, ensure all private healthcare and bonus is processed.
Process new starter documentation required by the payroll team.
Liaise with the learning and development, payroll, IT, and compliance teams to ensure all new starters are enrolled on the induction programme.
Ensure all actions required in Workday regarding changes (including compensation changes, fixed term contract extensions, role changes, etc.) are accurately completed.
Produce and issue letters to the employee’s confirming details i.e., variation letters, secondment letters, etc.
Support line managers with resignation acknowledgement letters and the general HR administration process regarding leavers including issuing letters for leavers confirming end date, final pay date, etc.
Support line managers with processing leavers in Workday.
Ensure all leavers are actioned and processed in Workday in good time ahead of the periodic payroll cut off dates to ensure smooth and successful completion of HR and payroll system interface.
Ensure that all systems, including Workday, Empactis (Absence Manager), etc. have been updated.
Ensure the Joiners, Movers, Leavers (JML) tracker is completed and updated.
Process notification of leavers, including those leaving due to retirement, on the Pensions provider portal.
Work closely and collaboratively with the Payroll Manager to undertake regular reviews and checks of Pension/HR reconciliation processes.
Responsible for managing and arranging medicals for existing employees with Occupational Health periodic medicals for safety critical employees and ensuring all information is recorded on the periodic medical tracker.
Ensuring that the Occupational Health medical HR portal is monitored daily, and all appointment letters, reports and medical results are filed recorded and appropriately distributed and files and systems are updated in accordance with GDPR.
Responsible for managing and organising random Drugs and Alcohol screening (testing) via Occupational Health and ensuring compliance with Company targets.
Ensuring Random Drugs and Alcohol results are recorded, and files and systems are updated.
Produce and provide information, data and/or reports from all HR systems, including Workday and Empactis (Absence Manager).
Work with the Compliance team and Business Partner to review and to compliance policies and processes and to ensure HR process and system governance and adherence.
Responsible for daily monitoring of the HR inboxes to ensure that e-mails received into the HR inboxes are flagged according to their subject matter to ensure they are distributed to the relevant member of the HR team and/or compliance team.
Attend meetings whereby the input of the HR Administrator is required.
Support with HR activities regarding benefits, reward and recognition, annual pay awards and management bonus schemes, including compiling reports, updating records, and producing letters and notices.
Supporting with minute taking at various HR meetings as and when required
Experienced and confident working with and administering HR Information Systems is essential.
Previous experience in Workday, or other HRIS such as i-Trent is essential.
Experience in providing HR administration and system advice and guidance to managers is essential.
Previous experience of working in HR Administration, including system and process implementation and governance, is essential.
Proven experience of HR, payroll administration and recruitment collaboration.
Experience in working in an operational environment is desirable.
Working knowledge of MS Word, Excel and Outlook and PowerPoint.
Working knowledge of railway terms and conditions desirable.
Able to learn HRIS (Workday).
Able to learn new processes and procedures.
Willing to work flexibly.
Able to respond to planned and unplanned work priorities.
Proven ability to manage own work whilst working as part of a team.
Excellent accuracy and attention to detail.
Good communication skills (written, verbal and active listening).
Good interpersonal skills.
Ability to organise own work so colleagues can pick up at any stage.
‘Can do’ approach to work and able to overcome blockers and remain calm and controlled.
Chiltern Railways benefits :
Free travel on Chiltern Railways and other Arriva companies- All active staff and their eligible partners/dependants are entitled to free standard class duty and leisure travel on Chiltern Railways, Cross Country, Arriva Rail London, Grand Central and NEXUS.
- Defined Benefit Pension Plan
- Arriva Village - We have an online benefits site exclusively for all employees. The village offers savings on a whole range of household and leisure spending.
- Cycle to Work Scheme
- Employee Assistance Plan
- Physio Line - We offer complementary 24-hour physio for everyone
- Health Shield - Discounted healthcare cover
- Eye Care
- We offer 25 days annual leave as well as statutory holidays.
- Flexible working
- Support - Peer Support, Samaritans, and Railway Chaplains.
At Arriva we acknowledge the importance of our people's diverse experiences, talents, and cultures. Embracing diversity and creating inclusion is a key component of our talent strategy. The creation of a diverse, inclusive workforce is central to our ability to unlock potential and enhance our success..