People Coordinator

People CoordinatorDepartment: HR Business PartneringEmployment Type: Permanent - Full TimeLocation: Head Office, LondonReporting To: Joanne BeechDescriptionA People administrative focused role overseeing the administration of our People experience across the colleague lifecycle, including all new starters and leavers. Proactively ensure that all administration is in line with legal obligations and department policies and procedures, and contribute ideas to improve the people experience.The role requires a high level of confidentiality, efficiency, effectiveness, creativity, accuracyand organisation, all to be conducted in a timely, professional, and courteous manner. The nature of your position exposes you to confidential information pertaining to the Company and its colleagues. All information must remain within the People department and should not be discussed with any other member of staff or external body, only expose in the normal course of your duties.
Key Responsibilities
ELEMIS Team Member Joining Experience • Supporting the onboarding journey of all colleagues with a passion to create the best employee experience as part of any onboarding journey into ELEMIS.• Displaying attention to detail to prepare and issue Contract of Employment’s before a colleague first working day with all relevant contractual and informative documentation.• Maintaining our ‘Starters Log’ monitoring and updating regularly confirming return and signing of documents.• Upon receipt of signed and accepted employment contract, ensuring references are taken out and replies are monitored.• Ensure accurate Right to Work checks are carried out using Trust ID, investigating any rejections and escalating where necessary.• Financial and Identity Checks conducted for employees who will come into contact with multiple credit card details on either reports or screens which list credit card numbers.• Communicating throughout the colleague journey to update Line Manager’s and the People Team ensuring stakeholders are informed of accepted employment offers or declines and proposed start dates without delays.• IT New User Forms and Equipment Request Form are completed for new employee computer access and necessary equipment to be available for the employee’s first day of employment.• Create Employee Post and ensure New employees are entered onto the Human Resource Information System (HRIS) in the correct payroll months and electronic personal files are created.• Passionately arrange and conduct a People Induction Meeting with new starters, welcoming them to the ELEMIS Team, overview of colleague self-service platform (MyView) and Benefits.• Proactively and working closely with our Payroll Specialist to ensure that New Employee Details and associated Payroll Forms provided to Payroll for processing.• Collaborating with field sales teams to collate Rota’s, ensuring that the Payroll team have all information needed.• Ensure that People, H&S and IT Inductions are arranged for all new starters, completing relevant forms for equipment and access requests.Employee Leaving ProcessTo carry out the following offboarding process by ensuring:• Confirmation of Resignation Letters are prepared and issued to the leaving employee in a timely manner.• Leavers are entered onto the Human Resource Information System (HRIS) in the correct payroll months and archive electronic personnel files.• Leaver Notices with full details of leavers’ information advising of adjustments/ deductions are provided to Payroll for processing.• IT Leavers Form is completed for equipment being returned.• Monitoring any Floats, Loans and benefits ensuring that payroll have all information for leaving colleagues.People Administration• Manage the generic People mailbox, responding to queries where possible and forwarding queries to other team members where relevant.• Respond to only written (not telephone) reference requests from external bodies, providing a standard response.• Update organisational charts on a monthly basis.HRIS Administration• Creating new posts for new starters on Zellis Resource Link, ensuring correct locations, cost centers and grades are associated with the posts.• Ensure that all employees are reporting to the correct line managers, administrating changes as needed.• Administrating changes to leaver’s access to MyView to ensure they have access once they have left the Company.• Raising Customer Service tickets with Zellis to resolve any ad-hoc queries, escalating to Senior People Business Partner if needed.
Skills, Knowledge & ExpertiseCharacteristicsTo be successful as our People Coordinator you will naturally have:·
Be an ambassador for the People Team with a here to help ethos.·
A can-do attitude, willing to get ‘stuck in’ and ‘roll your sleeves up’·
An extremely proactive approach ·
Generate and contribute your ideas to the team to help drive our People agenda and processes.·
Eager to learn and solutions-focused, with an ability to take your own initiative·
Be an effective communicator with great listening skills and a natural team-player·
Effortlessly able to multi-task and communicate regularly with stakeholder via teams calls to provide updates and support our teams with day to day administration queries.·
A willingness to “get involved" and support the wider team on projects that enhance the colleague journey and aids your own development.·
Passionate about your career and professional developmentPrevious experience·
Experience working as a People Co-ordinator in companies with high levels of change and pace·
Working with and supporting a busy People and Payroll team whilst meeting regular, agile and specific deadlines.·
Ability to maintain confidentiality and handle sensitive information with discretion·
Be Tech Savvy, or have a keen interest in systems and reporting·
Experience working within a fast paced and demanding HR administrative role·
Care and attention to detail and accuracy·
Ability to work under pressure with high volumes and tight deadlines.·
Experience using HRIS·
Confident Excel user or a keen interest to learn Excel functionality·
Strong administration skills and Proficient in MS Office programs: Word, Excel, PowerPoint, Outlook. Advantageous if you are an Advanced Level Excel UserWhat we offer you!*
Generous Staff Discount on all your favourite ELEMIS products and spa treatments, as well as discounts on L'OCCITANE Group products (including L'Occitane, Erborian and more)
Excellent well-being policies including enhanced Maternity & Paternity policies, Income Protection, Life Assurance and more
Generous Holiday Allowance, increasing with length of service
Company Pension Scheme
Bonus/Commission Scheme
Healthcare Cash Plan (with Dental)
Private Medical Insurance
Employee Assistance Programme for all Associates and their families
Cycle to Work Scheme, Season Ticket Loan, Length of Service Awards
Much, much more!
*Some benefit eligibility is based on length of service or contract type
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