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POSITION SUMMARY

To assist the Human Resources Manager, Human Resources Officers and the Director of HR in maintaining positive internal and external relationships with both Associates and Managers. Provide a consistent high standard of administrative and non-administrative support to the Human Resources Department to support achievement of the business goals and strategies.

Key responsibilities (amongst others detailed further below) include management of the Payroll system, ensuring accurate processing of weekly/monthly payroll related tasks, creating and maintaining filing systems and preparing for auditing. Assisting recruitment and on-boarding of new employees and coordinating the leaver process, including but not limited to: planning, advertising and sourcing, screening and assessing candidates, interviewing and selecting, pre-hire checks, hiring and on-boarding, system access set-up etc.

The role is also responsible for generalist HR tasks including responding to needs of associates and management regarding company and Human Resources programs, policies and guidelines. Informing Human Resources management of issues related to employee relations within the property. It is essential that HR maintain confidentiality and security of employee and property records, files, and information. HR are an ambassador for following all Company policies and procedures and expected to drive and ensure Company standards; ensure uniform and personal appearance is clean and professional; maintain confidentiality of proprietary information; protect company assets. Perform other reasonable job duties as requested by Managers.

SCOPE / BUSINESS CONTEXT

• A Full - Time position based at the Sheraton Grand London Park Lane
• Number of Direct Reports - 0

CANDIDATE PROFILE

Education & Experience

• Bachelor’s Degree, High School Diploma or equivalent preferred
• Prior hotel operational experience advantageous

Skills and Knowledge

• Strong communication skills (verbal, listening, writing)
• Previous user of Outlook, Word, Excel, PowerPoint
• Excellent typing speed and accuracy of spelling and grammar, layout and content formation essential
• Highly organized and efficient approach required
• Ability to manage varying needs and prioritizing to ensure best business results

SPECIFIC DUTIES

Payroll System and Processes

• Ensure Payroll System daily/weekly/monthly processing tasks, reporting and data consolidation is managed effectively and accurately.
• Manages any pay queries or discrepancies (in partnership with Payroll team), seeking appropriate resolution in a timely and efficient manner.
• Ensure MHUB (HR system) data is always correct and up to date; correct system user access levels controlled.
• Educate all users on effectively using the payroll, scheduling and absence tasks, and all other related tasks as required of the payroll (and related) systems.
• Assists with any employee compensation and benefits data compilation.

Administration

• Maintain confidentiality and security of employee and property records, files, and information.
• Ensure compliance with all HR legislation and keep up to date with changes to UK law.
• Ensure accurate maintenance of all employee records and files (e.g., interview documents, reference checks, applicant self-identification forms, department orientation check list).
• Answer phone calls and record messages.

Recruitment

• Monitor all hiring and recruitment processes for compliance with all local and company policies and standards.
• Coordinates and compiles relevant recruitment information.
• Maintains the recruitment system, including applicant response and any data input.
• Ensures that all recruits have full reference checks and that these are followed up if necessary.
• Use of Social Media, such as Facebook, LinkedIn, to promote careers at the hotel.
• Assist in building relationships with local/international schools, universities, colleges and education providers to source suitable candidates for open vacancies, internships, work experience and apprenticeships.
• Assist management in screening resumes, conducting interviews and selecting new hourly hires using selection tools and systems.
• Hiring New Employees - create new employee personnel file.

Learning and Development

• Provide HR team with support in the form of statutory training, on-boarding, developmental training.
• Assist with the on-boarding/orientation program (permanent and casual induction) to meet departmental requirements, as well as brand expectation.
• Supports the tracking and effective roll-out and full uptake of all Marriott training initiatives.
• Partner with HR team and Security Department to ensure all Fire Life Safety, First Aid and other H&S/ Security training requirements are carried out in accordance with legislation and Marriott guidelines.
• Partner with HR team and F&B Department to ensure all Food Hygiene and Food Allergy training requirements are carried out in accordance with legislation and Marriott guidelines.
• Maintain accurate and up to date records of all training activities and provide management information regarding training needs to key department heads. Ensure all employee training requests are responded to in a timely manner and follow up is conducted where appropriate.
• Support the company’s Apprenticeship programme, maintain records of participants and monitor their progress from start to finish.

Associate Engagement:

• Support delivery of the Take Care / Wellness calendar.
• Assist with the annual Associate Party as well as any other associate recognition activities as designated by the HR Manager.
• Support administration of the annual Engagement survey.
• Responsible for maintaining social media channels for communication.
• Assist coordination of the benefits program for all employees and ensure this is communicated throughout and to potential employees.
• Ensure that relevant HR information is communicated to Department Heads and employees on a regular basis (Birthday listings, staff listings, etc.).
• Coordinate annual long service awards, pins and gifts on a timely basis.

Communications and Relations

• Post all necessary legal or regulatory notices related to Human Resources in view of all employees as required by law.
• Respond to questions, requests, and concerns from employees and management regarding company and Human Resources programs, policies and guidelines.
• Inform Human Resources management of issues related to employee relations within the division or property.
• Creates and sustains a work environment that embraces the brand’s culture and focuses on fair and equitable treatment and associate satisfaction to enable business results.

Safety and Security

• Report work related accidents, or other injuries immediately upon occurrence to manager/supervisor.
• Identify and correct unsafe work procedures or conditions and/or report them to management and security/safety personnel.
• Follow company and department safety and security policies and procedures to ensure a clean, safe, and secure environment.
• Ensures that Human Resources office is locked at all times when nobody from Human Resources office is present. Ensures that office filling cabinets and drawers are locked at the end of each shift.
• Follows the Company and Human Resources cash and key handling procedures at all times.

Policies and Procedures

• Protect the privacy and security of guests and coworkers.
• Maintain confidentiality of proprietary materials and information.
• Follow company and department policies and procedures.
• Ensure uniform, nametags, and personal appearance are clean, hygienic, professional and in compliance with company policies and procedures.
• Perform other reasonable job duties as requested by HRM and DHR.

General Communication

• Talk with and listen to other employees to effectively exchange information.
• Speak to guests and co-workers using clear, appropriate and professional language.
• Discuss work topics, activities, or problems with coworkers, supervisors, or managers discreetly and quietly, avoiding public areas of the property.
• Prepare and review written documents (e.g., daily logs, business letters, memoranda, reports), including proofreading and editing written information to ensure accuracy and completeness.
• Answer telephones using appropriate etiquette including answering the phone within 3 rings, answering with a smile in one's voice, using the callers' name, transferring calls to appropriate person/department, requesting permission before placing the caller on hold, taking and relaying messages, and allowing the caller to end the call.

Working with Others

• Support all co-workers and treat them with dignity and respect.
• Handle sensitive issues with employees and/or guests with tact, respect, diplomacy, and confidentiality.
• Actively listen to and consider the concerns of other employees, responding appropriately and effectively.
• Develop and maintain positive and productive working relationships with other employees and departments.
• Partner with and assist others to promote an environment of teamwork and achieve common goals.

Physical Tasks

• Enter and locate work-related information using computers and/or point of sale systems.
• Move, lift, carry, push, pull, and place objects weighing less than or equal to 10 pounds without assistance.

Human Resources – department focus (general)

• Assists with any process administration and the collation of data for relevant reports.
• Assists with mHUB data maintenance and tracking.
• Preparing documents using Word, Excel and PowerPoint applications.
• Filing and forward tracing a variety of documents, appointments etc.
• Updating and distributing relevant information databases as required.
• Processing incoming mail.
• Maintaining office supplies for the HR department.
• Taking meeting minutes as requested.
• Attending investigatory meetings and provides an administration support to HODs by taking minutes.
• Budget control: raises purchase orders, log budget transactions, process department invoices, report monthly.
• Updating data on the celebratory dates/key management data/contact list etc.
• Maintaining, collating and distributing all relevant activity reports.
• Responding to various requests for help and information.
• Communicating with property associates to provide information and resolving challenges.
• Coordinating and handling all related memberships and incentive enrolments and ensuring they are current.
• Ensure that all associate notice boards, bulletin, social media posts such as Facebook are up to date and accurate and that all necessary information is displayed.

OTHER

• Performs other related tasks as assigned by management.
• Complies with Marriott International Hotels Limited Regional Office policies and procedures.
• Working hours as required to do your job but normally not less than 40 hours per week.
• Writing – Communicating effectively in writing as appropriate for the needs of the audience.

This job description sets out the current duties of the job role that may vary from time to time without changing the general character of the job role or the level of responsibility entailed.