The HR & Recruitment Coordinator is frequently the first point of contact with external stakeholders such as job applicants, agencies, training providers etc. They also have direct contact with all members of staff, including managers and directors, often in sensitive or highly confidential circumstances. It is essential that they have the skills to interact with all of the above effectively, in order to provide appropriate advice and the highest standard of customer service at all times.
HR & Recruitment Coordinator
London – Moorgate
Job Share – 3 day week (Wednesday to Friday, working days not negotiable, 2 days office based)
£21000 per annum
JOB PURPOSE
Responsible for:
• Working effectively in partnership with the existing HR & Recruitment Coordinator to manage and coordinate the majority of recruitment and on-boarding processes
• Carrying out most other administrative activities within the HR team, in order to support the provision of a comprehensive, professional and customer-focused HR service
• Assisting the HR Director and HR Business Partner with the design and planning of learning and development activities and for the coordination and administration of these
PRINCIPAL DUTIES AND RESPONSIBILITIES
HR Administration Including:
1) Drafting contracts, offer letters, amendments and extensions for employees and other correspondence as necessary
2) Accurately inputting employee information and updating Cascade (our client’s HRIS)
3) Liaising with the payroll team to ensure that all payroll activities are completed and related paperwork is signed off by the budget holder prior to the monthly deadline
4) Administering the leaver process, including updating Cascade and payroll leaver forms, and producing confirmation of leaving letters.
5) Build and maintain effective relationships with key colleagues in Finance in relation to costs and payroll matters, including processing invoices, new starter reports and position numbers, ensuring that information is provided to Finance in accordance with their deadlines.
6) Responding to reference requests, i.e. mortgage or tenancy, visa and employment references
7) Assist in audits of employee files and HR processes as required
8) Ordering, issuing and maintaining records re. eye care vouchers, new baby flowers, and gift vouchers for Long Service Awards and our peer recognition scheme
9) Organise the archiving of any leaver files to be sent to Blutex as required (most records now digital)
10) Support the HR Director in the implementation of the diversity and inclusion strategy taking minutes at the meeting and including ensuring appropriate measures are in place to record, report on and monitor diversity
Recruitment and On-boarding:
Recruitment
1) Working with the HR Business Partner to ensure managers and candidates experience a professional recruitment process.
2) Supporting managers to drafting job adverts and placing adverts on appropriate websites or working with the agency selected for the campaign etc.
3) Maintaining accurate and up-to-date records on the applicant tracking system (JobTrain)
4) Responding to applicant enquiries
5) Liaising with managers, candidates and agencies to coordinate the setting up of interviews
6) Liaising with our recruitment partner (or other agencies) and recruiting managers to communicate interview outcomes and to provide feedback on applications/interviews to candidates as requested (external feedback)
7) Keeping a record of recruitment activity and costs and assisting the HR Director in monitoring the recruitment budget
8) Responsibility for retention and disposal of recruitment documents in line with policy and according to data protection principles
9) Ensuring internal folders are kept up to date for tracking internal moves through recruitment campaigns in the current employee folders and recruitment campaigns folder
On-boarding
1) Producing formal offer letters and contracts of employment and sending out new starter packs via DocuSign
2) Carrying out all necessary pre-employment checks, including issuing medical questionnaires, Right to Work and DBS (if appropriate), following up on any issues highlighted
3) Advising managers on the induction process as necessary
4) Creating employee files and setting up new starters on Cascade, including self-service accounts
5) Preparing new starter forms for Payroll
6) Setting up induction sessions for new starters with the HR Business Partner and HR Director
7) Setting up new starters as users on the mandatory compliance e-learning sites and sending access instructions. Check and ensure that modules are completed in the first month (probation cannot be passed unless all modules are completed)
Learning and Development
1) Analyse available information (including Staff Survey results, management feedback, HR networks, external benchmarks etc) to support the HR team in building a staff career development strategy
2) Research Learning Management Systems and work with the HR team and Digital & Technology to introduce a suitable platform, which will gives staff access to a suite of suitable courses
3) Source appropriate external training providers as and when required
4) Assist in the collation of learning and development needs for all staff in consultation with the HR Director
5) Review training needs logged on Cascade following annual objective setting and performance review meetings
6) Follow up learning and development needs for individuals submitted via training request forms
7) Maintain training records and learning evaluations for all staff and training courses attended
8) Update the training budget tracker and assist the HR Director with monitoring the training budget
Other
1) Providing administrative and technical input into the HR Team projects. This may involve taking ownership of the logistics required to support projects, providing necessary resources and information and working to deadlines at all stages of the project
2) Providing advice or dealing with queries from employees where possible, escalating to the HR Advisor, HR Business Partner or HR Director, as appropriate
3) Adding content to and updating the HR department page or other relevant parts of the company intranet
4) Creating reports from Cascade on any queries the department may have
5) Processing invoices and Barclaycard statements checking amounts and assigning to correct budget codes in the finance system (Unit4)
6) Providing administrative support to the HR Director on an ad hoc basis
7) Build and maintain effective working relationships with colleagues at all levels of the organisation
Requirements
1) At least 18 months coordination/admin experience in a busy HR role
2) An ambition to build your career in HR
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