HR Administration Coordinator

Our client, a professional services firm, are looking for a HR Administration Coordinator join London office.  

The successful candidate will manage the HR Operations service that supports the delivery of the firm’s people objectives in EME. The role involves leading and managing the HR Operations team, acting as first point of contact for HR in the business, liaising with other members of the HR team as required to deliver a proactive HR service and enhancing/maintaining departmental reputation.

Responsibilities

Accountabiliy

• Accountable for the operational aspects of all policy application and maintenance, ensuring procedures are carried out in accordance with SLAs.
• Responsible for ensuring that all the Firm’s operational policies are kept up to date so they encompass legislative changes and reflect best practice, and that policies and  procedures are applied fairly and consistently.
• Regular attendance and participation at both one to one meetings and full team meetings as required.
• Responsible for ensuring all HR Administration from written offer to leaver is carried out in accordance with require service level agreements.
• Working with the HR Director EME and the leadership team, to contribute to the design and delivery of the overall EME HR plan.

Recruitment

• In conjunction with the Recruitment Manager and Graduate Recruitment Manager, ensure the candidate care experience is defined and implemented throughout the new joiner/induction processes.

Performance Management

Responsible for the operational aspects of all performance management, both support and professional, including:

• Accompanying managers during performance management meetings, primarily involving senior support or professional staff and ensuring correct records and paperwork are issued and maintained.
• Liaising with Learning & Development to ensure that all coaching/training aspects of the process are picked up and delivered.

Termination of Employment

Accountable for ensuring compliance with all process and policy aspects of terminating employment, including attending and conducting termination meetings for both support and professional staff, liaising with HR team to ensure correct paperwork is produced in accordance with SLAs.

Disciplinary & Grievance

• Advising Managers on policy/sanctions and facilitating meetings for support and professional staff.
• Hearing appeals against disciplinary and grievance outcomes.

Absence Management

Oversee the monitoring of absence for both support and professional staff and ensure line managers/Partners are alerted to issues:

• In conjunction with HR team produce metrics for publication to partners and support heads to raise awareness of absence issues and facilitate the absence management process.
• Ensure consistent application of the absence management process.
• Exercise discretion on withdrawal or extension of Occupational Sick Pay.
• Liaise with Comp & Bens to transition staff into PHI scheme.

Appraisals

Responsible for the timetabling and rolling out of the appraisal process for support and professional staff to include:

• In conjunction with L&D/US requirements ensure system is fit for purpose.
• Adequate briefing of Managers.

Salary Review

• In conjunction with the HRD, facilitate and advise line managers in the application of the firm’s compensation policies.
• Liaise with Managers and HRD in relation to data gathering and communication for the annual salary review, input to thoughts/discussion on individuals.
• Overseeing a robust process to manage and communicate rewards.

Stakeholder Care

Regular liaison with key business stakeholders to ensure:

• Adequate support and advice is being delivered in a timely and effective manner.
• Business intelligence is gathered to enable a proactive service delivery.

Induction

• Maintain an effective and up to date HR presentation within the main induction process.
• In conjunction with the Managers and Learning & Development, ensure the effective integration and orientation of all new joiners.

HRIS

• To act as the super user for the PSE HR System.
• To review HR changes of a significant nature and agree how the HR system should be utilised to accommodate the changes.
• To ensure the governance/integrity and appropriate security of the HRIS system is in line with firm requirements.
• To support all users of HRIS and related systems ensuring they receive appropriate guidance and training. To act as the main liaison with the US team.
• To act as the main point of contact on HRIS/Data requests with the US.

Statistics and Metrics

• To design the monthly HR Scorecard.
• To provide data/analytical support to the HR Leadership team as required.
• To assist the HR Administrators in the design of a suite of reports to facilitate timely response for data from other departments e.g. external surveys/ BD/new business engagements.

Team Management

Day to day supervision and management of the HR admin team to include:

• Operational advice and guidance.
• Coaching.
• Appraisal.
• Ensuring adherence to SLAs.
• Facilitating weekly operational meetings.

Budget

• Collate and manage the HR Operations budget.

Projects

• Identification, scoping and management of ad hoc projects necessary to ensure the efficient and proactive running of the HR service.

Key Skills, Attributes and Experience

• Excellent organisational and administration skills gained within a legal/professional services environment.
• Strong leadership, management and team work skills with high level of customer service orientation.
• Process orientated.
• Strong knowledge base in all HR process and procedures.
• Able to demonstrate past experience of juggling multiple priorities and projects effectively.
• Ability to deal with multiple stakeholders at once.
• Resilient when dealing with demanding clients.
• Detail conscious.
• Advanced Excel skills.
• Willingness to take on additional responsibilities broadly in line with role as required and a flexible approach to work.