Job Description

A combined role providing HR team administration support, along with independent support for Associate Engagement, Talent Acquisition, Compensation and HR Compliance. The primary purpose of this position is to perform administrative duties including but not limited to, meeting scheduling, diary, expense and travel coordination, interview scheduling, event and project support. Project work includes but is not limited to creating presentations, event planning and coordination, reporting and data collection.

The role holder is expected to develop and maintain a broad knowledge and understanding of the organization and the activities associated with HR processes.

Principal Responsibilities

Associate Engagement:

• Diary and scheduling support for Head of Associate Engagement

• Manages logistics for London Associate events, including Town Halls, Speaker series and DE&I
• Gather feedback and collate data relating to associate held events
• Help to co-ordinate onboarding by ensuring new associates are invited to Foundations and Meet the Leader sessions

Talent Acquisition:

• Work with Talent Acquisition team, scheduling interviews and screening calls for recruiters
• Support and logistics for Intern Events and assessment Centre’s
• Assist with onboarding documentation as required

Team Administration

• Travel - Process global and domestic travel arrangements; may involve organizing multi-city travel schedules/itineraries, and travel documents (Visas, passports).
• Expenses reporting & management - Ensures compliance with company policy & reporting regulations and follow-up to ensure accurate processing & reimbursement.
• Meeting support - Work with the HR team to organize key/large meetings related to ongoing project and key business initiatives.
• Process IT requests through myAccess
• Manage Vendor set up and invoicing through myBuy and Dataserv systems
• Works collaboratively with Senior Administration Assistant in HR, providing cover where necessary and helping to arrange team meetings and social events.
• Attend weekly Associate Engagement and Talent Acquisition team meetings.
• Assist with preparing presentations, management packs and board papers for committee meetings
• Support with preparing specific documents, spreadsheets and files, including those requiring Head of HR review/approval
• Submit systems requests (e.g. MARS) and assist with managing SharePoint

Reports and Presentation Materials:

• Compiles, creates and maintains various reports, using software applications that may require an advanced level of technical skill and general understanding of business purpose for presentation. May involve initial editing, drafting and proofing

Ad Hoc Project Support:

• Engagement and Talent led projects – assist with the planning and implementation of repeatable initiatives such as Foundations, Recruitment Events and Townhalls.
• Ad Hoc Projects – Assists with the planning and implementation of special projects. May be assigned as project lead and, at times, may be the only resource charged with follow up and status reporting to managers throughout phases of the project.

Network & Relationship Building:

• Works collaboratively with Senior Administration Assistant, monitoring the team’s workload requirements, escalating any issues that arise and provides back-up support to the broader team when needed.
• Leans in to help wider HR team on larger projects or when workload volumes are high.
• Fosters successful relationships through direct interaction with peers, professionals and others.

Required Knowledge, Skills, and Abilities

Ability to be discrete and understand the importance of complete confidentiality. Advanced knowledge of technical applications (i.e. Outlook, Word, Excel, PowerPoint, Adobe). Strong communication skills including verbal, listening, and written. Strong editing and proofreading skills with attention to detail. Ability to multitask and prioritize workload but push back where needed. Ability to work effectively and communicate with a global/virtual team. Able to professionally handle numerous tasks simultaneously with interruptions and constantly changing priorities.. Educated to A level or degree standard. Experience of working within HR and interest in this area.