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5th June 2023

Haysmacintyre is an award winning firm of chartered accountants and tax advisors, with 40 partners and over 400 staff, providing advice to entrepreneurs, fast-growing and owner-managed businesses, charities and not for profit organisations across the UK and internationally.

We are looking for a People Operations Administrator to join our HR team on a one year fixed term contract. The primary responsibility for this role is to provide administrative support to all aspects of retention, people management and exit processes within the Firm.

The People function is a busy team where confidentiality, a collaborative work ethic, curiosity and a proactive approach are essential. The team provides advice and support to partners and staff throughout their entire tenure at the Firm. We deliver a full range of generalist support together with recruitment, payroll and learning and development activities.

The Team gain credibility through being proactive, responsive, creative and accurate – while this seems basic it will form the basis of success in this role.

The People Team currently comprises a Chief People Officer, 3 Business Partners, 1 Head of L&D, 1 Talent Acquisition Manager, 1 Recruitment Adviser, 1 Operations Manager, 1 PQ Adviser, and 1 Team Administrator who, together, support the team in all areas listed above.

The role

Supporting the Operations Manager with all aspects of people management, payroll and exit processes:

General Administration

• Schedule and collate feedback for Probation meetings
• Create probation confirmation/extension letter and follow up with joiner as appropriate
• Manage all reference requests for current staff – tenancy, mortgage, visa etc. and employment references for former employees.
• Administer the Spot Bonus awards for the Operations Team.
• Order gifts for employees for special occasions, weddings, baby births etc.
• Manage the Joiner & Leaver spreadsheet for internal use
• Update HR documents and maintain staff records in OpenHR system
• Record sickness and report to appropriate teams daily
• Respond to all queries in relation to other types of leave including holiday, TOIL, unpaid & compassionate etc.
• Keep Line Manager & Buddy log up to date.
• Support Operations Manager with promotions processes, re-gradings & salary reviews throughout the year.

Leaver Administration

• Attend regular meetings with the IT Department to ensure communication of leavers is kept up to date
• Acknowledge resignations and ensure all relevant parties are made aware, confidentiality permitting
• Ensure leaver correspondence and payroll forms actioned and exit interviews are diarised
• Support leaver until final day with all requirements including ensuring IT processes are completed
• Update Alumni details in HRIS and ensure the Firm are updated.

Business Partner Support

• Support Junior BP with managing all people related processes – performance management, grievances, disciplinaries, sickness absence, family policies, flexible working requests and exit processes etc.
• Diarise meetings and follow up when necessary.

Intranet Page/Internal Comms

• Ensure HR elements of the page are always up to date
• Update policies and procedures as/when needed with guidance from the Operations Manager
• Manage the page from a user perspective, making changes where appropriate
• Consider all ways to enhance internal positioning of the People Team and suggest improvement
• Update e-news with promotions, baby arrivals and other people news

Payroll/Pension

• Ensure Payroll is updated of all changes within the monthly deadline
• Capture leaver holiday and ensure finalised before payroll deadline

Data reporting

• Be the HR Systems (currently OpenHR) ‘Champion’; actively using the system on a daily basis for all database administration including actioning workflows such as address and bank account changes. Dealing with any database troubleshooting queries.
• Support team members in collating the People Dashboard report weekly including new joiners, graduates, leavers, Employment Issues, turnover and retention data
• Create and circulate reports on a weekly/monthly or ad hoc basis such as staff headcount reports, staff holiday and absence records, trainee feedback.

Idea Generation

At all times, your ideas will be welcome as to how we can improve, be more efficient, save time, enhance compliance etc. so please listen, research and share ideas as you wish. Laws change, market practices develop and generations want different things so keeping an eye out for interesting developments is very wise and ever so useful.

You will have:

• Experience of working in an HR Team in an administrative role – we welcome applications from those with more experience but highlight that this role is as described above
• Working within a professional services environment would be beneficial
• A working knowledge of the People processes within a corporate environment
• Proven ability to support numerous team members and balance priorities accordingly

• Good understanding and experience of key legal requirements relating to legislation particularly with regards to discrimination and immigration regulations

What you’ll need to succeed:

• Strong attention to detail
• Ability to multi-task completing priorities
• Being pro-active and enthusiastic to support the business
• Knowledge of the basics of good HR/People practice and how to add value
• Great ideas and ability to communicate them
• Strong organisational skills
• Strong communication skills
• Capacity to establish professional credibility quickly
• PC literate
• Adaptable and flexible with great ideas for improvement
• Able to maintain confidentiality
• Creativity, curiosity and a sense of humour!