Rihoy & Son is one of Guernsey’s longest-established building contractors. We employ more than 250 staff and are involved in all types of projects, from small contracts to many of the island’s most prestigious developments.
When you join our team you’ll benefit from job stability, career progression, a competitive remuneration package and the opportunity to gain experience on a wide variety of sites.
The Position
The Operations Administrator role is required to provide confidential and accurate support for a comprehensive range of operational administration, including HR, to meet the business needs. The role involves assisting the Operations Director to manage our large weekly paid workforce, with a range of general administrative tasks. Maintaining good relationships with staff members is an important as part of the role.
Qualifications/Work Experience
- The role requires a conscientious individual, who can work off their own initiative and is always willing to learn
- Experience within an office environment
- Ability to undertake a confidential support role for the business in dealing with HR matters
Required Skills and Attributes
- An interest in working with people
- Strong administrative and organisational skills
- Good attention to detail
- Excellent communication skills both written and oral
- Ability to undertake the role in a calm, patient and understanding manner
- Proficient with Microsoft Office Suite or related software
- Flexible approach to changing priorities on a daily basis
- Ability to act with integrity, professionalism, and confidentiality
Roles and Responsibilities
General Duties
- Assist the Operations team in the effective and efficient functioning of the department
- General Admin duties – typing/photocopying/scanning.
- Screen telephone calls, deal with messages and enquiries
- Provide HR administrative support including but not limited to filing, general administrative support and data input, recruitment administration
- To process and file all departmental invoices
HR Duties
- Responsible for administrating employee changes, ensuring personnel files are up to date, and any changes are communicated to required parties
- Retain appropriate and accurate HR records both hard-copy and electronic
- Monitor and record employees’ sickness absence
- Record employees’ holidays
- Respond to other ad-hoc queries from other personnel in the company
- Respond to applications made and forward their details to the appropriate hiring Manager
- Process job offers and arrange interviews
- Send out contracts and gain/check all employment documents required from new weekly staff members
- Advise payroll of start dates and hourly rates
- Ensure IT requirements are processed and ready for start date
Key Responsibilities cont.
Population Management and Immigration
- Administration of Work Permits and Certificates
- Support employees in obtaining Immigration clearance from the Guernsey Border Agency
- Liaise with appropriate States of Guernsey department/s to ensure compliance with Population Management Law and Guernsey Immigration rules
- Monitor Permit and Certificate expiries and ensure extensions are processed in a timely manner
Payroll
- Assist with the uploading of timesheets/ hours into systems Ensuring allocation sheets are submitted and received and on time to issue accurate cost allocations and adjustments.
- Maintain a close working relationship with the Payroll Administrator to ensure all payroll activities are processed in a timely and accurate manner
- Ensure all pay increases are appropriately documented and recorded
- Assist in the processing of staff tool allowances and loans
Staff Accommodation
- Assist with the coordination and planning of the allocation of staff accommodation
- Ensure staff understand and comply with lease terms and conditions, including managing anti-social behaviour
- Liaise with cleaning company and staff to ensure standards of cleanliness are maintained
- Ensure accommodation is equipped with furniture and other appropriate household items
Apprenticeships
- Keep a register of all staff members undertaking an apprenticeship
- Advertise apprenticeship vacancies by placing adverts on the appropriate platforms
- Liaise with local schools, colleges to attend and support careers events at schools and job fairs to promote apprenticeships
- Maintain relationship with The Apprenticeships team at the Guernsey College of Further Education
It should be noted that the above list of duties and responsibilities is not necessarily a complete statement of the duties of the post. It is intended to give an overall view of the position and should be taken as guidance only. The jobholder will be expected to carry out any other reasonable tasks as requested.
Further details
Location - Head Office
Department - Operations
Reports to - Operations Manager, Operations Director
Contract type - Full-time, permanent