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POSITION SUMMARY

To assist the Human Resources Manager and the Multi-Property 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.

The main responsibility is the recruitment and on-boarding of new employees, including but not limited to: planning, advertising and sourcing, screening and assessing candidates, interviewing and selecting, pre-hire checks, hiring and on-boarding. Other key administrative tasks include management of the payroll system, ensuring accurate processing of weekly/monthly payroll related tasks, creating and maintaining filing systems and preparing for auditing.

The role will also be responsible for general HR tasks including responding to needs of associates and management regarding company and Human Resources programs, policies and guidelines. Inform Human Resources management of issues related to employee relations within 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 London Marriott Canary Wharf Hotel & Executive Apartments

CANDIDATE PROFILE

Experience

• Previous Human Resources experience and CIPD qualified (or training towards) is preferred
• Previous administrative/secretarial experience desirable
• Previous hotel experience desirable

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

Education or Certification preferred

• Degree or Higher Education Qualification from an accredited university in Hospitality Management, Human Resources, Business Administration, or related subject

SPECIFIC DUTIES

Recruitment - Programs and Strategies

• Monitor all hiring and recruitment processes for compliance with all local, state, and federal laws 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.

Assists Management

• Assist management in screening resumes, conducting interviews and selecting new hourly hires using selection tools and systems.

Administration

• Maintain confidentiality and security of employee and property records, files, and information.
• 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.

Hiring - New Employees

• Create new employee personnel file.
• Conducting thorough on boarding, including hotel tour.

Training and Development

• Administers training nominations, training completion and attendance, ensuring databases are fully up to date.
• Provides support with Associate Orientation, and other appropriate training.

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.

Associate Relations

• Assists with regular communication of all Associate Benefits on property.
• Assists with the administration of any employment relations issue (for example Employment Tribunal preparation).
• Provides a sounding board for associates who may need to discuss personal issues, and maintains confidentiality at all times.
• Assists with the organization of any associate events.
• Represent wellbeing committee, promote and actively participate wellbeing related events.
• Ensures that all leavers complete an exit interview and that details are compiled to assist the hotel retention strategy.

Total Compensation

• Assists with any Compensation and Benefits data compilation.

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.

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

• Assists with any process administration and the collation of data for relevant reports.
• Ensures accurate mHUB data maintenance and tracking.
• Support with the administration of any payroll and HR information through payroll systems.
• 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 on behalf of those they report to.
• 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.