The HR Coordinator will perform tasks, activities and processes that ensures the effective management of HR administration related to hiring, onboarding, reporting, HRIS management, policy guidance and other HR activities. Accountable for the supervision and training of outsourced HR admin support. Supports team members in accessing the Company’s HR systems, products and services.

JOB DESCRIPTION

Key Role Responsibilities

You will supervise the outsourced HR admin support team. You will be responsible for implementing HR best practice with this team and embedding processes and procedures to ensure all activities in relation to hiring, onboarding and HRIS system changes are executed accurately and in a timely manner.

Hiring, Onboarding & Offboarding

With the support of the outsourced HR admin team you will:

• Prepare offer letters and contracts of employment;
• Support the new-hire and on-boarding process; issuing and collecting all necessary documentation and answering manager and team member questions around documents, processes and policies;
• Complete pre-employment screens including right to work checks and referencing;
• Communicate details of starters, leavers and transfers to IT or other functions as necessary to manage IT access and ensure office equipment is set up in a timely manner;
• Support with the offboarding of team members including referencing.
  

HRIS

You will become the expert and champion of our HRIS system Workday and will:

• Operate Workday and becomes the gatekeeper for all HRIS activity;
• Completes HRIS reporting for Europe;
• Produce adhoc reports for Finance, managers and other statutory bodies;
• Complete routine auditing of HRIS system ensuring accuracy;
• Work with the HRIS team in the USA on continuous improvement and enhancing of workday functionality.
  

General administration

You will lead and support on other HR administrative activities including:

• Ownership of the HR Admin inbox, promoting employee satisfaction by responding to team member questions, concerns, issues, requests, researching and resolving problems or errors and following up to communicate resolutions;
• Prepare and maintain employee personal electronic files and other HR documentation in an orderly manner; scanning, filing, making file contents available on request as appropriate to team members, managers or other authorised parties.  Routinely auditing personal and other files for completeness, consistency and security;
• Manage user access and provide training and troubleshooting support to managers and team members on the use of HR systems.
• In partnership with HR Business Partners, prepares documents, letters and other communication materials for internal or external distribution related to the Company’s HR policies, procedures and processes;
• Support HR Business Partners with ER activities e.g. case management
• Provide first level response to policy queries and ensure the ER tracker is updated;
• Works with the HR team to implement new systems which will increase efficiency and reduce time spent on administration;
• Support HR Business Partners with monthly payroll activity; 
• Support wider European HR team;

Role Scope:

• Reports to the HR Senior Director;
• Supervision of the Outsourced HR Admin team;
• This role will mainly support the HR Business Partners for the UK & Ireland

Key Relationships

This role has day to day interactions and working relationships with:

• Outsourced HR Admin team based in India;
• A varied range of internal stakeholders from front line team members to managers in Property Operations & Corporate;
• Prospective team members;
• External service providers and partners;
• HR Team members in Europe & the US.

Knowledge & Qualifications

• Good level of general education educated to GCSE/A-level as a minimum (or equivalent) and/or relevant HR experience with demonstrable written and numerical skills;
• Demonstrated ability to operate a broad range of computer packages, including advanced skills in current Microsoft applications and familiarity with HRIS, ideally Workday;
• Proficient in word processing and use of Excel (ideally at Intermediate level) to maintain records of information and to develop and provide information;
• Mathematical skills necessary to manage any manual checks of calculations required for payroll administration and holiday calculations.

Experience & Skills:

Essential

• A proven track record in HR administration;
• Experience of implementing, embedding and enhancing procedures;
• Experience of supervising and successfully training team members;
• Experience in reporting data for budgeting and reporting purposes;
• Demonstrates a passion for customer service and a flexible approach to working supportively and collaboratively with others in the achievement of the overall Company goals;
• Strong team work and interpersonal skills necessary to build stakeholder relationships;
• Good attention to detail with the ability to identify errors and anomalies in documents and reports;
• Excellent organisational skills, including the ability to manage multiple activities and/or prioritises and demonstrate good judgment under pressure whilst working to tight deadlines;
• Adaptable and able to work in a fast-paced environment;
• Discretion and the ability to handle sensitive/confidential information;
• Patient, responsive and demonstrate both a positive and proactive attitude;
• Strong written and verbal communication skills including the ability to prepare business correspondence, reports and other documents;
• Desire to learn, train and develop in the role.

Desirable

• CIPD qualification