Administration & Payroll Assistant

3 days ago

Thomastown, Australia Billi AU Full time

**Title**:
**Administration & Payroll Assistant**

**Reports to**: CEO

**Direct reports**: Nil

**Direct relationships**: Direct Reports of the CEO, also knows as the Senior Leadership Team (SLT), plus Group HR Director

**Purpose**: To support and lift the productivity of the SLT by ensuring that the critical administrative tasks of the business are performed efficiently and effectively.

**HR Administrative Support**
Background: (1) The CEO is also the HR Manager

(2) Managers are encouraged to be self-sufficient when it comes to managing their teams and their HR processes; and

(3) The HR department of Billi’s parent company, Strix, provides some senior level HR input and provides local support to the Billi UK team.

Recruitment has recently moved to the JobAdder Applicant Tracking System (ATS) which automates the recruitment workflow across Billi Australia, NZ and the UK. The setup work has been done by the Strix HR team.

Key Responsibilities

1. Support hiring managers in Australia and New Zealand as they transition to the new ATS and recruitment process

2. Support hiring managers in initiating new recruitment campaigns

3. Support hiring managers if and when required in shortlisting, reference checking and other tasks as required to achieve the most efficient and effective recruitment process possible, however noting that the hiring manager is the person responsible for their own recruitment campaigns

4. Onboarding in Australia and New Zealand; an excellent onboarding and induction process is very important to us. We have a process and hiring managers need to organise their own new hire onboarding, but the responsibility of this role is to ensure this is happening effectively and efficiently and to support hiring managers where needed

5. Offboarding in Australia and New Zealand; support as required

6. HR records management; maintaining up to date templates, organising HR electronic and physical documents and updating personnel records as required

7. General HR support as required in conjunction with the CEO

8. Provide support to the Finance team in payroll processing
- note that our payroll is managed via a thir

**OH&S**
1. To support the WHS Manager in administering the workers compensation claims process

**General Administrative Support**
1. Travel in Australia and New Zealand. While travelers should arrange their own travel, using the Concur platform, this role is responsible for supporting non-standard travel questions and arrangements and ensuring that the overall travel arranging process is as efficient as possible for travelers

2. Administration of owned and leased vehicle records in Australia

3. Administration of customer claims, working with Chubb Claims Management. Chubb is contracted to manage claims, this role is responsible for overseeing the process

4. General Document Management: support each team in ensuring their electronic documents stored on the intranet are up to date and logically organised

5. General support as required for the CEO and direct reports of the CEO

6. Inbound and outbound mail and courier management for mail into and out of the 42 Lucknow Crescent property, being the registered address of Billi

7. Office supplies for the Victorian sites

8. Uniform procurement for Australian teams

9. Support the CEO with preparation of monthly staff update presentations and other presentations as required

10. Other administrative support as required

**Skills and capabilities required to be successful in this role.**
- Strong communication skills including effective listening skills, proficiency in typing and grammar, and ability to speak and write clearly and accurately in English
- Microsoft Office Suite - Intermediate skills as a minimum
- Excellent time management and work planning skills
- Must have a keen attention to detail and accuracy of work
- Willingness to cooperate with and support others
- Ability to take initiative and work autonomously
- Previous experience of working within an HR and/or recruitment role is a distinct advantage

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