Position Summary

The HR Coordinator provides efficient administrative and operations support that facilitates the smooth running of the HR department, working closely with the HR team in providing support and advice to the studio.

The HR Coordinator is the guardian of HR administrative procedures, systems, processes and workflows and is responsible for key disciplines, and related tasks, including: New Hires\Contract; Onboarding and Induction; monthly payroll processing and related employee changes in direct liaison with Global HR Operations (GHRO); Offboarding\Leavers.

The ideal candidate will be client-focused, proactive, collaborative, and emphasise communication and efficiency to execute in this highly detail-oriented role. They also support the studio’s overall people and business agenda by undertaking specific HR projects as required.

What you’ll do:

• Act as the first point of contact for employee queries, responding and\or redirecting to the appropriate HRBP as necessary.

• Manage and track the offer process for all new starters from start to finish ensuring all signed documentation is received prior to onboarding and is compliant with company process and procedure.

• All standard HR correspondence, including contract extension letters, probationary letters, employment references (excluding pre-employment reference requests), change to terms and conditions letters. Escalating any non-standard letters to HRBP / Manager.

• Assist in the processing of the HR life cycle programmes such as outside work requests, merit planning, performance, annual leave and benefits

• HRIS inputting with regard to maintaining up to date employee information in alignment with onboarding, job changes, offboarding processes

• Update payroll tracker with ALL relevant employee changes for that month, double checking the data, ensuring the relevant HRBP has also checked the data.

• Keep all HR systems and spreadsheet trackers up to date with employee details and changes liaising with GHRO as necessary, e.g. SAP, Visa and Relocation trackers, starters and leavers reports etc.

• Maintain the HR digital filing systems, ensuring they are kept up to date and comply with immigration and employment legislation.

• Provide general administrative support to the HR team e.g. typing\updating HR policies; taking notes; creating HR forms/documents; Proactively keep up to date on employment law changes, introducing related updates to procedures as applicable

• Continually raise the profile of HR positively internally within the business and externally by contributing ideas to the HR team for continuous improvement and using initiative to consistently evolve and develop best practices within the department and across the studio.

• Undertake research for HR projects as required.

• Ad-hoc HR projects as required; involvement with organising studio wide initiatives and events as required.

Education / Skills / Experience:

• CIPD qualification or an interest in working towards CIPD qualification

• Proven experience of HR administration or related field

• Experience or working within a fast paced complex matrix organisation, preferably the creative or media, is desirable.

• Solid administration skills essential

• Basic knowledge of employment legislation would be useful

Personal Attributes:

• Well organised with strengths in prioritising and communicating

• Confidence in dealing and building relationships with colleagues at all levels.

• Maintains high levels of accuracy, efficiency and attention to detail when under pressure

• Unfazed by ambiguity and a constantly changing environment

• Ability to effectively manage a demanding and fluctuating workload

• Works effectively without direct supervision

• Excellent interpersonal and communication skills, both written and verbal.

• Strong problem solving skills.

• Diplomatic with the ability to maintain confidentiality

• Strong team player and ability to function in a matrixed co-leadership environment.

• Strong use of independent judgement to identify and anticipate business needs and make recommendations for implementation.

• Demonstrates a positive attitude to work, always embracing tasks with enthusiasm and a drive to get things done and achieve results

• Driven by challenges with an ambition to progress within HR

Preferred:

• Experience of working within a Global matrixed organisation beneficial

• Excellent analytical skills and the ability to quickly interpret data, identify trends, and recommend multiple solutions.

Technical Skills:

• Experience with Google products (Gmail, Calendar, Sheets, Forms)

• Experience of Mac beneficial

• Knowledge of HR databases including SAP and Workday would be advantageous

Join ILM