Interval International is a global leisure company with a network of over 3,200 resorts in over 80 countries and offers high quality accommodation and leisure products through its offices in 13 countries. The role will be based in our modern offices in Kingston Upon Thames.JOB SUMMARY
Provision of HR administrative support in line with local law, regulations, company policy and procedure
Administration of effective and efficient facilities service in line with building, environment, health and safety requirements.
Assisting senior leaders with administration
Full time office based five days per week
KEY RESULT AREASHREmployment Administration
Maintain manual and Workday HR records for all EMEAA offices.
Process recruitment & induction documentation.
Request employee references.
Complete leaver details in files and on Workday.
Manage long service programme.
Manage leaver administration.
Advise line managers about any floats, Company equipment etc, logged in the leavers file to ensure retrieval.
Reports
Collate sickness absence report on a monthly basis.
Complete reports by department for the UK and EMEAA on labour turnover, absence, current recruitment, new starters with recruitment costs, leavers, temporary staff usage by department with costs by department.
Training
Manage internal training course arrangements
Update employee training records on Workday.
Manage all compliance training.
General
Research & organise year end event party & other associate events.
Promote and organise charity events.
Take detailed meeting notes as required
Collate presentations as directed.
Maintain an accurate and up to date record of spend against budget.
Collate documents as directed e.g. training materials, induction materials, associate handbooks.
Place orders for stationery items, check orders and distribute.
Undertake delegated projects and assist senior colleagues as requested.
Undertake any other duties as may be required consistent with the post.
Maintain confidentiality at all times.
CORPORATE SERVICESPostal Services
Effective and timely dispatch of internal and external mail and packages in line with set timetables or on an ad hoc basis (will be required to take items to post office).
Office Premises
Liaise with approved contractors to maintain internal and external building environment (e.g. heating, air conditioning, lighting etc) in good working order ensuring that all repairs are reported immediately and follow up on progress.
Monitor the performance of key contractors on a regular basis
Monitor the general wear and tear of the facilities infrastructure and assist in developing plans for planned preventative maintenance and renewal.
Investigate initiatives to improve the facilities infrastructure for the benefit of staff and visitors
Arrange furniture moves when requested in a timely and efficient manner.
Maintain notice boards.
Liaise with local council, emergency services, neighbours and visitors on property related matters.
Manage carparking and car registrations as required.
Business Continuity
In conjunction with HR Lead review and update BCP for Facilities and participate in tests.
1st point of contact in business interruption event for property and facilities related issues.
Health, Safety and Security
Carry out duties relating to the prevention of legionella. This includes:
The flushing of all hot water outlets for 5 minutes on a weekly basis.
Recording monthly checks of cold water outlets to ensure temperatures read below 20oC.
Recording monthly checks of hot water outlet to ensure all temperature readings are above 50oC – this will exclude outlets which are TMV fitted/controlled outlets
Visually inspecting all outlets to ensure that they are free from rust, scale or other sediments on a weekly basis.
Ensuring that all contractual work is carried out when required in a timely manner i.e., air conditioning, point of use cold/hot water heaters.
Maintain the in-house security system and issue office access cards.
Maintain an accurate records of security access cards issued.
Act as Fire Marshall .
Act as health and safety representative.
Supplies
Monitor kitchen & stationery supplies to ensure an adequate supply is maintained at all times.
Manage costs within budget and ensure supplies are purchased with consideration to price and quality.
Administration
Maintain service and maintenance contracts
Maintain budget and spend records to enable effective budget management
Process supplier invoices
Provide cover for general office requirements e.g. issues with car park shutters, toilets, lights, stationery etc.
General
Greet visitors and contractors and ensure sign-in procedures are adhered to.
Sign for all packages and deliveries etc. and make appropriate individuals aware.
Order taxis / courier bikes as requested.
KNOWLEDGE, SKILLS AND EXPERIENCE:Qualifications: Essential:
4 GCSE grades A -C including English and maths (or equivalent)
Desirable:
RSA typing qualification (or equivalent)
BTEC / NVQ level 3 business administration qualification
Skills:
Essential:
Note taking skills
Computer literacy (Word, Excel to intermediate level)
Organisation and planning skills
Time management
Teamwork
Oral and written skills
Presentation skills
Initiative
Communication skills
Methodical and accurate
Attention to detail
Desirable:
Computer literacy (Powerpoint)
Experience:
Essential:
Administrative experience which demonstrates the ability to provide an effective, accurate and timely administrative system
Desirable:
Administration experience which includes the need to compose letters and emails
Corporate services / facilities experience
Knowledge: Desirable:
Knowledge of Workday (HRM system)
Marriott Vacations Worldwide is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture.
