Office & HR Administrator

Company Description

Khalsa Aid International is an international NGO focused on providing humanitarian aid in disaster areas and civil conflict zones globally. The organization is guided by the Sikh principle of ‘Recognise the whole human race as one’.

Role Description

This is a full-time role based in Slough, UK. We are seeking a compassionate and proactive HR & Office Administrator with great people skills to join our dedicated team. The successful candidate will be willing to get involved in all aspects of our work and thrive in a role engaging with staff all over the globe and supporting great internal communications. They will play a crucial role in supporting & strengthening our office management as well as our human resources function, ensuring that our office and staff are well-supported, trained, engaged and aligned with our mission. Working closely with our CEO and Senior Management Team, the successful applicant will have the ability to develop and maintain administrative organizational systems and be happy getting involved in a range of different work. The Office & HR Administrator will be responsible for managing HR tasks, benefits administration, HR management, ensuring compliance with labor and employment laws and overseeing Human Resources Information Systems (HRIS). Additionally, the role will involve handling all office administration matters and also act as the PA (Personal Assistant) to the CEO.

Key responsibilities

1. Office Management

• Serving as the main contact for office supplies, building management and maintenance duties
• Helping establish and maintain office procedures
• Greeting visitors upon arrival and performing additional clerical functions as needed
• Addressing and directing questions and requests from the public via phone or email correspondence
• Dealing with correspondence, complaints and queries
• Organizing the CEO’s calendar and scheduling meetings with employees and contacts alike
• Preparing letters, presentations and reports
• Ensuring health and safety policies are up to date
• Ensuring adherence to company policies by all team members
• Assisting senior management team when needed

2.Employee Relations

• Supporting the human resources department to update employee procedures, processes and maintain the HR systems and report functions
• Serve as a point of contact for employee queries and concerns, providing guidance where applicable
• Support conflict resolution and mediation efforts, fostering a positive workplace culture.
• Maintain and manage our HR databases and ensure accurate record-keeping on our HR software
• Provide regular reports on HR metrics and key performance indicators with senior leadership and adjacent functions such as finance.
• Coordinate mandatory training sessions related to safeguarding, health and safety, and other relevant topics.
• Promote a culture of continuous learning and professional growth.

Role requirements

Able to work flexibly to meet the demands of the role to get the job done. This is an office-based role with an opportunity for limited hybrid working following review.

Skills required

• Reliability and discretion: you will often learn of confidential matters
• Adaptability
• Excellent communication, negotiation and relationship-building skills
• Organizational & problem-solving skills
• IT skills
• Initiative and attention to detail.
• Right to work in the UK
• Ability to understand and speak the Punjabi language or another language will be a plus
• Strong communication skills, with strong English written skills

Qualifications

• Human Resources (HR) Management, Benefits Administration, and HRIS skills
• 4 years' work experience in a similar position; work experience in the charity sector is desirable.
• Knowledge of labor and employment law
• Experience in office administration and HR functions
• Strong organizational and time management skills
• Excellent communication and interpersonal abilities
• Ability to work effectively in a multicultural environment
• Proficiency in Microsoft Office Suite
• Relevant certification or diploma in HR or related field