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Job description

Job Title: HR Coordinator

Responsible to: HR Manager

Location: Head Office, City of London

Salary: Competitive, To be discussed

Version: 2023

BE Offices is an award-winning provider of flexible workspace in London and throughout the UK. Our office solutions operate under multiple brands but share the same ethos of offering a quality, cost effective working environment for businesses of all sizes. We are one of the oldest in our sector, established in 1994 and have pioneered the advance in service levels to our clients both in technological development and first-class personal service. Our long list of awards are testament to our continual drive to support and develop our teams and provide the best service in our industry.

Our vision – ‘Together, we are building the business lifestyle that everyone wants’

You will be one of the main points of contact for all new and existing employees, but more than that you’re a crucial part of the HR team. That means you’ll be involved in various employee related projects and helping us providing award-winning service to our employees. The successful candidate must maintain a high level of confidentiality and professionalism at all times.

You’ll be responsible for the day-to-day administrative related duties, and supporting the HR team to provide professional and efficient HR services for staff at BE Offices and our associated companies. Professionalism is of the utmost importance but that doesn’t mean you won’t enjoy your day, far from it. We strive and succeed to be the best in our industry, and have recently been accredited for Investors in People Gold and voted as the Best Places To Work In Property.

You’ll be based in our City of London office in a small but busy team, reporting to the HR Manager. We pay very competitively and you’ll get a host of extras that you wouldn’t expect as we’ve mentioned below.

If you can juggle tasks with a smile on your face and deliver great customer service then this role is for you. We have training available every year to help you grow in your role in order for you to progress further when opportunities become available.

Key Responsibilities and Accountabilities:

• Assist and be the first point of contact for the HR Department in dealing with the day-to-day HR administration
• Updating data on the HR software system ‘Croner’ with new starter information, absences, information adjustments and leavers
• Assist the department with recruitment by creating job specifications, advertising the vacancy on our desired Recruitment platforms and conducting interviews
• Support where required with the preparation of the monthly payroll spreadsheet and ad-hoc HR projects.
• Manage the company’s reward and recognition activities and benefits administration
• Ensure intranet pages are updated regularly, creating new pages as necessary and updating existing pages
• Conduct new starter inductions and assist where required with exit interviews
• Audit all employee files on a regular basis according to schedule set and ensure all employees have all the statutory paperwork and information is in the correct place and up to date
• Support fully with employee relations processes and conduct meetings where necessary including investigations, capability and disciplinary meetings and support line managers to resolve them successfully
• Support HR Manager in preparation of key analytical reports for audiences such as board of directors
• Responsibility for timely and accurate execution of staff movement processes including starters, leavers and secondments/transfers
• General ad hoc duties including the processing of employee forms on the internal employee intranet ‘The Lounge’ and assisting with special projects
• To complete orders such as flowers, birthday chocolates, wedding hampers, organising taxis and attendance list for staff events as and when required
• Manage Loyalty Scheme ensuring employees receive the relevant loyalty gifts on their 5th, 10th, 15th and 20th year anniversary at BE
• Ensuring all on-boarding material is up to date at all times, revamping material if necessary

Role Related Development:

• Carry out internal quality audits as and when required of office procedures/systems
• Support and assist in drafting job descriptions, interview questions and person specifications
• Support with the Implementation of recruitment and selection activities for all staff from placement of adverts – objective selection processes through to preparation of employment offers and subsequent induction programme

The above accountabilities are not exhaustive of your duties and may change over time. As the Business expands, gradual changes may occur and result in the substitution of one role for another. When substantial changes occur, the post holder will be consulted and before the change is introduced and reasonable notice will be given.

Personal Specification:

Qualification and Education – CPP Qualification or other relevant qualification – Desirable

Experience – 2+ years generalist HR experience – Essential

Knowledge and understanding of HR policies, employment law and employee relations – Essential

Previous administration experience – Essential

Understanding of monthly payroll collation – Essential

Experience and understanding of TUPE procedures – Desirable

Experience and understanding of redundancy procedures – Desirable

Experience of conducting disciplinary and grievance meetings – Essential

Skills and Abilities – Proficient in Word and Outlook – Essential

Excellent telephone and face-to-face communication skills – Essential

Excellent verbal and written communication skills – Essential

Ability to interpret legislative requirements, best practice and company polices - Essential

Flexible approach to the changing needs of the business – Desirable

Familiarity with HR systems and setting up new reports – Desirable

Work Requirements – Full time position working business hours Monday to Friday – Essential

Occasional irregular hours if required to meet business needs – Essential

Flexibility to travel to other sites – Essential

Company Benefits:

*The following are applicable on successful completion of your probationary period for full time permanent employees only.

Annual Leave

· 20 days holiday (for your first year of employment) plus bank holidays

· Paid day off for your Birthday

· Buy and sell up to 3 days’ holiday

· Carry up to 3 days unused annual leave to the subsequent year

Benefit Schemes

· Healthcare (plus partners/dependants)

· Dental Care

· Life Assurance

· Pension

· Corporate Eye Care

· Season Ticket Loan

· Flu Vaccine Voucher

· Loyalty of Service Rewards

· Cycle to work scheme

· Quit smoking reward and recognition scheme

· Access to our onsite Gym

· New starter lunch voucher

· Employee Assistance Programme

Other

· Quarterly socials paid for by the company*

· Peer to Peer reward scheme

· Up to 3 days paid leave per year to support a local charity of your choice*

· Opportunity to apply for a 2 week all-expense paid charity trip abroad (Subject to selection)

*Terms and conditions apply

Job Types: Full-time, Permanent

Benefits:

• Company events
• Company pension
• Cycle to work scheme
• Life insurance
• Private dental insurance
• Private medical insurance
• Referral programme
• Wellness programme
• Work from home

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• No weekends

Ability to commute/relocate:

• London, EC2Y 8AD: reliably commute or plan to relocate before starting work (required)

Experience:

• Human resources: 1 year (preferred)

Licence/Certification:

• CIPD (preferred)

Work Location: One location

Application deadline: 24/03/2023