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Location: Canary Wharf, London (United Kingdom); officed-based role with flexible, hybrid office/home working offered
Duration: Permanent
Salary: Competitive, plus benefits
Hours: 35 hours per week

About the role

Reports to: HR Director – Europe, with day-to-day support from the HR Coordinator
Job Purpose: To provide general administrative support to the HR team in London, leading on the administration of a range of HR processes and information.

The team

There are currently 10 members of the HR team based in:

• Frankfurt (Chief People Officer);
• London (HR Director – Europe, HR Manager x 3, HR Co-ordinator and Recruitment Specialist); and
• USA (HR Director – Americas and HR & Revenue Manager based in San Francisco, HR Generalist in New York).

The team supports a headcount which has grown from 150 to 300 during the last calendar year following the consolidation of two separate organisations into the Foundation.

This role has been created to provide support to the London team and to allow the HR Co-ordinator to take on additional responsibilities to further their professional development. Study support for the CIPD qualification will be provided.

Key responsibilities

HR administration

• Monitor the HR email inbox, responding to general queries and escalating other matters as appropriate.
• Assist with maintaining up-to-date right-to-work documentation and records for staff in UK and Germany.
• Action updates to the organisation chart on a monthly basis for new joiners, leavers and changes in job title or reporting line.
• Draft employer’s references (e.g. for employers, landlords, banks or control authorities) confirming the individual’s consent prior to releasing personal data.

Recruitment administration

• Assist with co-ordinating staff recruitment at all levels across the organisation:
  • Monitor the Recruitment email inbox, responding to general queries and escalating other matters as appropriate.
  • Co-ordinate interview logistics—schedule interviews, manage attendees, correspond with candidates and staff, and arrange telephone/video links, meeting rooms and other resources as required.
  • Assist with the preparation and circulation of interview materials, consulting the relevant HR team member and line manager about interview questions.
  • Administer interview assessments and collate results.
  • Co-ordinate other interview-related activities.
  • Draft job offer letters, terms and conditions and other documents as required.
  • Issue employment reference requests, chasing as necessary, filing when returned and flagging any significant or unusual content to relevant HR team member involved in that recruitment process.
  • Maintain recruitment records, ensuring that they are kept up-to-date.

On-boarding of staff

• Work closely with the IT team to arrange the availability and delivery of laptops and other equipment and the timing of IT inductions for new joiners.
• Ensure other departments (facilities, communications, information management) are informed of new starter details.
• Prepare pre-onboarding letters and first day onboarding information for new joiners:
  • welcome letter;
  • new starter forms; and
  • benefits and pension information e.g. pension auto-enrolment letter.
• Co-ordinate logistics for staff relocating to the UK from overseas:
  • assist with general relocation queries;
  • arrange transport and short-term accommodation; and
  • monitor progress and maintain staff records.
• Arrange appropriate induction processes:
  • arrange for relevant staff to act as ‘buddies’; and
  • schedule induction one-to-one and group meetings with relevant staff, including scheduling and inviting new joiners to induction sessions with Executive Director and to the IASB technical sessions.
• Perform first-day right-to-work checks for new joiners ensuring these are prior to their first day.
• Inform the Internal Communications Manager each week about people news updates.
  

Maintaining staff records and files

• Maintain the organisation’s online HR system, personnel files and other records to ensure that staff information is up to date, including:
  • input new joiners’ details;
  • edit records to reflect changes in staff details;
  • update final position information for leavers and archive staff records as appropriate; and
  • troubleshoot system problems and work with third-party support team.
• Create and generate reports as required (e.g. HR metrics, other statistics, outstanding holiday allowances) and provide periodic updates on HR-related activities (e.g. performance reviews, learning and development).

Benefits administration

• Administer a wide range of staff benefits—holiday, pension, medical and other insurances, relocation, season ticket loans and Cycle to Work:
  • Maintain accurate and accessible records, ensuring that they are kept up to date.
  • Liaise with suppliers, including advisers, and notify them of new joiners, leavers and changes in existing staff’s details.
  • Provide support and information to employees in a timely manner.
• Provide support during the annual renewals process for all benefits.

Learning and development

• Assist with co-ordination of staff performance review cycle.
• Assist with co-ordinating learning and development activities:
  • Co-ordinate logistics for internal and external training—scheduling training, managing attendees, corresponding with training providers/staff and arranging meeting rooms and other resources as required.
  • Assist with the preparation, circulation and collation of training and evaluation materials.
  • Co-ordinate other learning and development-related activities

Administering leavers’ process

• Clarify end date and remaining annual leave position for leavers.
• Clarify benefits position for leavers and co-ordinate the conclusion of employee benefits with our benefit providers.
• Schedule exit interviews and send leavers’ survey via MS Forms.
• Draft resignation acknowledgement/end of contract letters for leavers.
• Update the online HR system and archive personnel files.
• Inform relevant departments of leaver details.

Ad hoc

• Provide support with annual compensation and benefits data surveys.
• Update the Intranet when required—post vacancies, update benefits information, update learning and development information and forms.
• Ensure the Alert Cascade software (software to update staff in an emergency or critical event) is updated regularly with new joiners and leavers.
• Manage corporate credit card expenses and reconciliations.

Qualifications & experience

• Previous experience providing administrative support to a busy team is essential.
• Previous experience in a similar HR role and familiarity with HR processes and information systems would be highly advantageous.
• Bachelor degree or equivalent. Medium proficiency in Microsoft Office is essential.

Skills and attributes

• A motivated, confident and customer-focussed team-player who enjoys working with people.
• Ability to form positive working relationships and to work effectively and sensitively with staff at all levels.
• Understanding that confidentiality is essential, as you will be dealing with personal information and may encounter sensitive issues.
• Highly organised and focused, able to multi-task and manage workload to ensure that priorities are met.
• Ability to work and make decisions autonomously, whilst remaining alert to the need to consult with and update colleagues as appropriate.
• High level of attention to detail and ability to produce clear and accurate documents and reports.
• Excellent spoken and written communication skills.
• Strong analytical and numerical skills; ability to gather facts/statistics and identify trends/patterns.

To apply

Please send a detailed CV/résumé to [email protected]. Please include the following information or your application may not be considered:

• the job title/position you are interested in and the location of the job (in the subject line of your email); and
• covering email/letter detailing how you meet the specified role requirements and your salary expectations.

Closing date: 26 May 2023

Due to the number of responses we receive, we are unable to respond individually to each application. If you do not hear from us within four weeks of the closing date you may assume that your application has been unsuccessful.