Job description
About Us
We are New Statesman Media Group. We tell stories about how the world is changing for the people delivering that change. We care about the big themes, not the small events. We cover these themes with balance and urgency.
The New Statesman, our founding title, is the leading progressive political and cultural magazine in the United Kingdom, celebrated for its dynamic and liberal politics, its intelligence, its range of opinions and the quality of its writing and analysis.
In this new digital era, we continue to be committed to truth-telling and journalistic excellence. Now our goal is to expand our coverage internationally as we analyse and explain the defining political, economic, cultural, technological and social issues of our time. In addition to the New Statesman our group’s titles cover a wide range of topics from consumer luxury to capital markets.
As we go through this exciting period of international growth, we need great people to join our diverse and inclusive business. In return you will have access to a range of benefits, we believe there is something for everyone!
Overview of the Role
We have an exciting opportunity for a HR Assistant to join a fast-paced media company to support the HR function with all aspects of the employee lifecycle. Reporting to the Head of HR, you will be the first point of contact for HR queries, managing the new starter and onboarding process, record maintenance, assisting with recruitment and supporting the Head of HR in handling employee relations matters and wider HR initiatives.
This is a key role working closely with employees and managers of all levels across the organisation. This role would suit candidates with an interest in HR, who have some relevant experience and would like to the opportunity to develop and gain experience across the wider HR function.
Main Responsibilities
On-boarding
- Manage the full onboarding process (pre-& post joining) with managers and new hires, including preparation of contracts of employment, new starter forms, updating the HR database & payroll.
- Complete any administrative tasks related to the management of the probation process.
- Liaise with managers, facilities and IT to ensure week 1 on-boarding plans are complete.
- Assist with new starter inductions.
Leaver Process
- Manage the leaver process, liaising with management to ensure appropriate documentation is completed by the employee, leaving arrangements are agreed, facilities and IT are notified, benefits are ceased and issue exit paperwork.
- Update HR database and payroll records.
- Produce leaver reports for key stakeholders.
- Cease all benefits.
- Monitor the on-line exit interview process and conduct any necessary face to face follow-up exit interviews with the employee.
Recruitment
- Assist with the end to end recruitment process across the business
- Act as the initial point of contact for candidates, managing recruitment mailboxes and reviewing CV’s
- Assist with initial screening of candidates and shortlisting
- Scheduling all interviews and providing timely feedback to all candidates
- Regularly updating the recruitment tracker
- Assist with drafting job adverts
- Advertising/recruiting through various channels, including networking, social media, job boards and referral programs
- General recruitment administration to include processing recruitment related invoices and tracking and saving applicant details
- Coordinate communication with recruiting agencies, act as a contact point and intermediary between the recruiting agencies and the hiring managers when applicable
- Assist with developing the company’s online presence and keeping online company career pages up to date
Payroll
- Closely working with Payroll to ensure deadlines are met for new starters, leavers and alterations.
- Manage the HR database to ensure details are accurate.
- Direct employee payroll queries to our payroll team in a timely manner.
- Complete all necessary payroll paperwork and liaise with managers to ensure all changes are communicated to employees.
Benefits
- Ensure benefits are communicated to the relevant individual in payroll.
- Promote global and local benefits to all employees on a regular basis and manage the administration process.
Reporting
- Produce regular reports on HR metrics in line with local business requirements.
Family Friendly Policies
- Provide a front-line service and manage any applications in line with the company’s maternity, paternity, parental and flexible working policies.
- Liaise with employees and managers and conduct any necessary formal meetings.
- Prepare paperwork, update HR database, notify payroll and monitor employee absence.
Employee Relations
- Support the Head of HR with all employee relations. Prepare letters, agendas and organise formal meetings.
- Manage and monitor sickness absence. Update absence systems, obtain necessary medical reports and support management with attendance management meetings. Preparing letters, agendas and organising formal meetings. Ensure levels of absence are recorded and processed through to payroll.
- Communicate PTO balances to employees/managers where appropriate.
- Responding to queries in the HR inboxes.
Other
- Participate in HR projects as and when required.
- Continual maintenance of HR systems.
- Ensure employee electronic files are kept up to date.
- Ensure GDPR compliance with personal data including retaining and destroying data where necessary.
- On-going HR process improvement.
- Provide information for annual audits.
- Produce ad hoc company wide email correspondence.
- Key member of the social team and being responsible for organising office activities & events.
- Any other ad-hoc duties.
About You
- CIPD Level 3 or 5 or working towards (desirable)
- Have initiative with a can-do attitude
- Be a natural people person who wants to give great customer service
- A high level of confidentiality
- Be process orientated with strong organisation, time management, prioritisation and multi-tasking skills
- Be willing to use and maximise the benefits of technology – HR systems experience is desirable
- Exceptional communication skills, with ability to respond to management and employee queries clearly and concisely
- Have a pro-active approach to problem solving
- The flexibility and willingness to learn
- Have excellent interpersonal and customer-facing skills
- Be tactful and diplomatic
- Work as an effective team member and be willing to support the overall team deliverables
- Be able to work accurately, with attention to detail
Equal Employment Opportunity
New Statesman Media Group provides equal employment opportunities to all employees, and applicants for employment, and prohibits discrimination of any type with regard to ethnicity, religion, age, sex, national origin, disability status, sexual orientation, gender identity or expression, or any other protected characteristics. This policy applies to all terms and conditions of recruitment and employment. We look forward to hearing from you.About Us
We are New Statesman Media Group. We tell stories about how the world is changing for the people delivering that change. We care about the big themes, not the small events. We cover these themes with balance and urgency.
The New Statesman, our founding title, is the leading progressive political and cultural magazine in the United Kingdom, celebrated for its dynamic and liberal politics, its intelligence, its range of opinions and the quality of its writing and analysis.
In this new digital era, we continue to be committed to truth-telling and journalistic excellence. Now our goal is to expand our coverage internationally as we analyse and explain the defining political, economic, cultural, technological and social issues of our time. In addition to the New Statesman our group’s titles cover a wide range of topics from consumer luxury to capital markets.
As we go through this exciting period of international growth, we need great people to join our diverse and inclusive business. In return you will have access to a range of benefits, we believe there is something for everyone!
Overview of the Role
Working on a busy reception, greeting visitors and being the first point of contact for a digital media/publishing company. To interact with office visitors and effectively coordinate meetings and other office events. To ensure the efficient running of the office by providing support to a range of office administrative tasks, including coordinating facility management activities.
This role reports to the Head of HR and occasionally will assist the CEO with daily administrative tasks. The postholder must be accustomed to a fast-paced work environment whilst supporting a wide range of internal staff, vendors, and clients.
Main Responsibilities
- To be the first point of call for all queries coming into the reception.
- Ensure the reception, ground floor and the office is always kept clean, tidy and presentable. Liaise with the cleaners where required.
- Greet visitors to the Company’s premises.
- Co-ordinate, organise and book meeting rooms.
- Creating and handing out passes to new employees, keeping records of all pass holders. When someone leaves the company ensure such passes are returned.
- Assist with new starter inductions
- Ensuring employees, guests and contractors sign in on arrival.
- Undertake first aid and fire warden training if required.
- Arrange taxis and couriers and keeping accurate log for invoicing purposes.
- Take delivery, sign and arrange distribution of incoming courier documents/packages.
- Arrange couriers/DHL parcels where required and franking any post/magazines to be sent out.
- Assist with sorting, moving/storing and distributing all incoming and outgoing post.
- Supporting the teams with posting any ad-hoc magazines
- Produce ad hoc email correspondence.
- Assist in maintaining and monitoring CCTV cameras and video if required.
- Maintaining building facilities and responsible for reporting all building faults to the appropriate stakeholders and external contractors where required
- Monitor office supplies and stationary, keep inventory of stock and liaise with Finance to order any shortages.
- Ensure the office facilities are restocked/maintained including ordering and stocking up on office snacks on a monthly basis and displaying the snacks daily.
- Key member of the social team and being responsible for organising office activities & events.
- Assisting the CEO with and Head of HR with daily administrative tasks.
- Support the senior team with general administration duties.
- Any other duties that you may be required to do from time to time to fulfil your role.
About You
- Proven experience as an office co-ordinator or in a similar role (desirable, not essential)
- Professional personal presentation
- Excellent communication skills, both verbally and written, with a professional and confident telephone manner
- Able to demonstrate knowledge of the business and provide this when required to both internal and external stakeholders
- Good knowledge of Microsoft Office and Outlook
- Confident, approachable, reliable, attentive, with a positive attitude and always willing to help
- Excellent organisation skills and ability to multi-task
- Proactive and able to use own initiative
Equal Employment Opportunity
New Statesman Media Group provides equal employment opportunities to all employees, and applicants for employment, and prohibits discrimination of any type with regard to ethnicity, religion, age, sex, national origin, disability status, sexual orientation, gender identity or expression, or any other protected characteristics. This policy applies to all terms and conditions of recruitment and employment. We look forward to hearing from you.
Job Types: Full-time, Permanent
Benefits:
- Additional leave
- Company events
- Company pension
- Cycle to work scheme
- Referral programme
- Sick pay
- Wellness programme
Schedule:
- Monday to Friday
Work Location: In person