Job Description

ROLE PURPOSE:
The HR Associate plays a critical role in ensuring the smooth and efficient operation of the Human Resource department. This role provides administrative support across the full employee lifecycle, from recruitment and onboarding through to performance, payroll, benefits and offboarding. Acting as the first point of contact for HR queries, the HR Associate ensures accurate record-keeping, compliance with employment legislation, and timely processing of HR transactions. KEY RESPONSIBILITIES:
HR Administration

• Provide comprehensive administrative support to the HR team
• Ensure the HR Systems accurately reflects current staff conditions and details. This includes inputting starters and leavers, contractual amendments, change of details, annual leave and recording of sicknesses and other leave.
• Own and manage the electronic filing and archiving for all HR related documents. Ensure all files are organised
• Management of the HR Inbox and calendar, ensuring all queries are responded to and if needed directed to the correct person within the team.
• Manage HR documentation on the Intranet, and ensure the HR page within it remains updated
• Acting as the first point of contact for both incoming and outgoing reference requests
• Provide all monthly HR reporting & HR Metrics, using the HR system.
• Preparation of offer letters and employment contracts
• Drafting up letters for changes to employment, confirmation of leave dates etc.
• Annual and continual updating of files and checks relating to SMCR/FCA/MRT
• Ongoing regular touchpoints with HRBPs / Payroll Managers
• Own reporting within the HR System, HiBob

Recruitment, Onboarding and off boarding process owner

• Produce and administer all new starter and leaver documentation and process, including benefits, payroll and pensions.
• Administer the onboarding process for new employees, volunteers and interns

• HR system entry, Sharepoint file setup, pre-employment checks
• Initiate pre-employment checks for new joiners and escalate any adverse findings to HRBP
• Coordinate IT set-up and onboarding sessions, including day one HR induction

• Acting as the first point of contact for both incoming and outgoing reference requests
• Assist with posting of job campaigns
• Light review of CVs and scheduling interviews, in collaboration with HRBPs
• Ongoing regular touchpoints with HRBPs / Payroll Managers

Payroll & Benefits

• Ensure all changes for UK, US, Ireland, Hong Kong, Japan and Denmark are reported each month, including but not limited to
• Changes in working hours, leave types, starters/leavers, changes in benefit membershipsManage and be the first point of contact for all benefits related queries, globally. Full ownership of contact with benefits broker regarding administrative requested changes to employee benefits.
• Deep knowledge surrounding the benefits we offer globally, including policies and benefit plan coverageDesire to develop into a Global Payroll Manager
• Ongoing regular touchpoints with HRBP's/Payroll Managers

Projects

• Support system development for engagement surveys and performance reviews, and supporting employees with technical issues experienced as part of it

Compliance

• Ensure the internal process is followed for SMCR, including running background checks on an annual basis, and for new starters who are in regulated roles
• Handle regulatory reference requests and liaise with Compliance

SKILLS, KNOWLEDGE, EXPERIENCE:
KNOWLEDGE & EXPERIENCE REQUIRED
Proven working experience as an Administrator/Assistant.
Knowledge of employment law desirable.
Excellent organisational and time management skills.
Ability to multitask and prioritise daily workload effectively.
Excellent verbal and written communications skills.
Discretion and confidentiality.
Proactive and confident.
Very high attention to detail.
Well-developed internal customer service skills.
Experience working with HiBob (HRIS)

Skills Required