Business Operations Administrator - HIRC

Business Operations Administrator - Heathrow Immigration Removal Centre £26,937 per annum

• 40 hours per week Monday - Friday
• 5% contributory pension
• Life Insurance
• 25 days holiday
• Free onsite parking
• Free meals on duty
• Free use of onsite gym
Job objectives and responsibilities · To provide operational administrative support to managers and frontline staff by undertaking transactional work within assigned business area ( Heathrow IRC). · To record and track information from across the business area, adhering to company policies and procedures and all contractual and relevant Home Office standards and best practice. · To provide effective and efficient administration according to responsibilities, abiding by timeframes and working to deadlines. Main duties
• Organise, produce, and maintain accurate records for area of work.
• Collate and complete monitoring reports and returns from across the business area and with our client Home Office (staffing data).
• Provide routine support to managers and staff on the effective implementation of company policies, procedures, and best practice. To provide or signpost to 'how to' guides.
• Maintain and check business databases, logs of information, responding within agreed timescales and producing reports as required i.e. starters, movers, and leavers/ trackers etc.
• Maintain Staffing Reports within business areas, identify and raise issues with managers; for example, 'leavers' to be exited on systems - People Hub. To monitor People Hub data to ensure accuracy, including leavers, job titles, reporting lines and org charts.
• Act as a contact point for communications to the business area team/ senior managers and distribute communications to the appropriate person/ relevant area.
• Act as a note-taker in formal meetings and hearings (e.g. Disciplinary and Grievance matters) as requested by managers. Update logs, assist tracking of cases (including time passed) and ensure all records are kept as appropriate. Prompt managers as and when required ensuring procedural justice is maintained in terms of timeframes.
• Ensure staff and managers are signposted to specialist areas within Mitie: i.e. AskHR and Employee Relations for specialist advice and legality.
9. Produce and distribute, as required, documents and information, often of a confidential and sensitive nature, in a timely manner consistent with company standards of efficiency and accuracy.
• Assist with recruitment activities and the preparation of documentation to ensure company standards and best practice procedures are met. Provide administrative support for interviews, assessments centre notifications, offer letters and contracts of employment (working with Recruitment team where applicable). Support with the completion of Right To Work checks.
• Support new starters/ recruitment managers with onboarding processes. Liaising with the Training team to ensure accuracy of start dates between new starters and the Payroll Team/ People Support. To create and submit CAFs as required for bulk submissions i.e. new starter line management following release from ITC.
• Monitor the allocation of Employee numbers to new starters, to support managers when numbers aren't allocated.
• Liaise with vetting provider to ensure all employees are adequately security vetted within the required timescales and that revalidation is carried out on time, raising any issues with relevant SMT members.
• Act as a point of contact for Home Office for the issue and distribution of DCO IDs. Recording the receipt of IDs, raising any data breaches, and working with the relevant business area to distribute to employees. Act as a central coord for the return of Home Office IDs.
• Assist the business area with effective monitoring around sickness absence/ absence, ensuring that any identifiable action is reported to the SMT (working with Rosters team where applicable) and that trackers are kept up to date.
16. Create and maintain manual and computer records and files such that records are up to date and information can be accessed readily.
• Provide information to payroll, including absence, hours worked, starters and leavers and contractual changes to ensure staff are paid accurately to timescale. Work with managers within the business to rectify issues, discrepancies with the variance report.
• Provide administrative support to business area team meetings i.e. manager meetings/ performance meetings etc. Arrange meetings, send invites, book meeting rooms as requested to assist business area.
• Provide support to the business on ad hoc requests; COUPA, POs, SAR requests, WBS codes etc.
• Liaise with specialist functions, stakeholders, and agencies; Financial team, People Business Partners, Hays, for support and to ensure that they are aware of any appropriate information and so that information is adequately shared. Person Specification Essential
  
  Relevant previous experience in an administrative role handling sensitive and confidential information.
• Clear communicator with a good standard of verbal and written English.
• Skilled at taking notes and compiling meeting minutes.
• Intermediate or better IT Skills: Proficient and confident using Microsoft Excel, Word, and Outlook.
Desirable
• Qualifications or accreditation to Level 2 or above: CSE - grade 1, GCSE - grades 9, 8, 7, 6, 5, 4 or grades A, A, B, C, intermediate apprenticeship, level 2 NVQ, Award, Certificate or Diploma
Competencies: Exemplary Behaviour
• Polite and tactful, demonstrating empathy
• Understands boundaries within responsibilities and working with key partners.
· Shows respect for others treating people fairly with dignity and consideration
• Accepts responsibility for own actions, taking initiative to work self-sufficiently
• Seeks to continuously improve their own skills, knowledge, and business understanding
• Can do attitude, even when under pressure from high volume E-mail, administration, and enquiries
Procedural excellence
• Identifies opportunities to continuously improve processes and approaches whilst ensuring compliance to key requirements: legal, safety and wellbeing
• Produces high quality, accurate work to timescale
• Follows and understands standards and procedures
• Organised and structured in approach
• Prioritises and manages own time effectively
Confidence with technology
• Prides themselves on data accuracy of central systems and bespoke spreadsheet solutions
• Intermediate to Advanced Microsoft Word and Excel Skills