HR Administrator

Part time
£35k (pro rata)
Locationlondon Calendar29/01/2018   Part time £35k (pro rata)

Company Background


Calastone is the largest global funds transaction network, connecting many of the world’s leading financial organisations.  Our mission is to make funds accessible to everyone by reducing the frictional cost of trading. We use smart technology solutions and industry collaboration to lower operational risk and enhance client profitability through digitisation and automation.


Over 1,400 customers in 34 countries and territories benefit from Calastone’s services, processing over 7 million messages and £80 billion of transactions each month.


Calastone is headquartered in London and has offices in Luxembourg, Hong Kong, Taiwan, Singapore and Sydney.


Role Purpose


The Administrator role is a newly created position within the HR team to support the Chief of Human Resource Officer, HR Generalist and HR Consultant with providing a seamless, high touch administrative service with plenty of client contact. There is the opportunity to assist on a number of projects around recruitment, learning and development and system evolution. The successful candidate shall need to have a systematic approach and be highly organized, with a good eye for detail and good working level of knowledge of systems and MS packages, particularly MS Excel.


Key Responsibilities


  • Maintain employee record (soft and hard copies).
  • Update and maintain HR databases (covering complete employee lifecycle including New Joiners, Transfers, Changes to Employment and Leavers).
  • Assist with Onboarding - Prepare starter pack, manage background screening and register with benefit providers.
  • Prepare paperwork for probation, transfers and changes to contract, including employment letters for current staff as well as reference requests for leavers.
  • Managing all invoices and the process for payment between external vendors and finance team.
  • Manage offboarding process – Prepare paperwork, complete leaver form for payroll, issue timely leaving correspondence and arrange exit interviews.
  • Assist with recruitment process including posting roles internally and externally, organise interviews and help with the room booking.
  • Support team with general filing ensuring employee files are kept up to date.
  • Assist the team with any ad hoc projects and related queries that may arise.


Required Knowledge & Experience


  • Strong experience of providing administrative and organisational support.
  • A keen eye for detail and process efficiency.
  • Enjoy working with systems and understands the importance of clean and consistent data.
  • Exceptional working knowledge of Outlook, Microsoft Word, Excel and PowerPoint.


Person Specification

  • Natural problem solver.
  • Able to work without constant direct supervision in line with pre-agreed deliverables.
  • Excellent planning and organising skills.
  • Excellent communicator, verbal and written.
  • ‘Can Do’ attitude.
  • Pays attention to detail and accuracy.
  • Understands and implements processes with the ability to question keeping the end goal of process in mind.
  • Good level of numeracy
  • Appreciates and understands the need with confidentiality in dealing with all HR and training issues
  • Excellent Client Service skills.