Operations Support Assistant

Operations Support Assistant

Location: London Salary: £Competitive Closing Date: 31st March 2017
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Penna are looking for an innovative and resourceful operations assistant to support the leadership team deliver on  a range of people and engagement projects  including business briefings, conferences, training and development events, engagement activities and people related communications.

You will be responsible for ensuring all people and engagement operational administration duties are consistently delivered to a high standard and in the culture and style of the business.

You will be involved in administrative aspects associated with all key people and engagement programmes including supporting managers with hiring, development, engagement and motivation of their people. You will be an ambassador of our values and culture and bring ideas as well as much needed support to the leadership and HR team in ensuring we are a great place to work and that our engagement with employees is high.

This is a fantastic opportunity for someone who is looking to establish their first step into a successful career. Experience in a related role is not essential, although if you have studied HR or people related subjects or worked in a highly people oriented environment, where how you do things as well as what you do matter. You will however need good administrative, organisation, IT and communication skills. You’ll love being busy and thrive on diversity of work and workforce.

Key Accountabilities and Responsibilities 


Liaising with shared services regarding the generation of offers of employment, contracts, amendments to terms & conditions and reference requests including managing maternity, sickness etc. and ensuring managers are briefed on how to utilise the systems and follow the HR processes appropriately  

Ensuring all new starters are on-boarded effectively – support managers in their induction, welcome and engagement programme during their probationary period and ensure that all employees receive consistent support during their induction

Maintenance of the learning academy (training) booking and attendance database and working with our L and D team to ensure effective administration of attendance and feedback

Engage employees in our benefits programme and support their queries and information needs by signposting them to relevant information or experts in the Adecco HR team

Ensure that PPC’s (appraisals) have been logged for all employees and carry out follow up support to managers to ensure they are regularly completed

Management Information

To provide management information/reports on a regular basis including supporting the production of the monthly people dashboard (in conjunction with the HR Business Partner)

To support the leadership team in effective cascade of business information and intelligence

Learning and Development

Facilitate and co-ordinate all HR led L&D activities i.e. Lunch and Learn sessions, training courses, and continuously improve and promote the Learning Academy across the business and ensure we gain the return on investment and feedback needed to support that improvement

Engagement Programme

To support the effective running and administration of the employee engagement programme which includes organising monthly business briefings, business planning sessions, away days, conferences, team meetings, training events, social activities etc.

To support the HR Business Partner with gathering exit interviews and surveys and compiling information/data

To provide effective administration support to implement the Penna Orientation Programme and the Introduction to Adecco Brands sessions


To support the promotion and engagement of our benefits programme and increase awareness and access

Advice and Guidance

To support the leadership team and HR business partner in delivering work across the business e.g. supporting programmes of employee feedback, roll out of new benefits etc.


To ensure the confidentiality and integrity of all people related information in accordance with the Data Protection Act and other relevant legislation and codes of practice.

Facilities and Maintenance

To ensure adherence to Health and Safety procedures including Fire and Medical regulations

To ensure the smooth running of building maintenance resulting in a clean and professional environment for all including supplier relationship management

Manage the reception cover rota for all absences including lunchtimes, sickness and annual leave

Key Relationships:



Nature of relationship

HR Business Partner

Support with related HR matters

HR Team

Act as interface between Penna and shared services

Corporate Team

Working collaboratively to provide all HR information on corporate activities and initiatives

Business Heads

Provide admin support and advice on all HR related issues

Penna People/Associates

Prepare all relevant paperwork for employees and Associates and provide advice and guidance as required

Payroll Providers (External)

Manage all administration in relation to the monthly payroll

 Personal Attributes, Skills, Knowledge, and Experience: 

Passion/interest/desire to work in HR and have had previous experience of working in or providing administrative support.

Excellent knowledge of MS packages – specifically Excel to an intermediate level, Word and Powerpoint.

Analytical and logical approach coupled with good numerical  skills

Excellent communication skills – both verbal and in writing - coupled with the ability to draft and prepare own correspondence to reflect company style.

Exceptional organisational skills coupled with the ability to multi-task and demonstrate adaptability/flexibility in order to cope with changing demands and priorities.

Experience of implementing effective systems to streamline administrative processes.

Confident personality with a proactive and flexible approach to work.

Excellent interpersonal skills – able to develop effective relationships with all managers.

Ability to exercise discretion, demonstrate high levels of initiative and independent decision making.

Ability to work effectively in a team and to work towards the common goals of the team.

To make an application, please send your CV to Jo Taylor on jo.taylor@penna.com