We are looking for an experienced HR Coordinator who will provide a comprehensive, effective and efficient HR service across our JAPAC region to internal customers and people managers as part of our global HR Operations team.
HR Coordination:
- First-line contact for all employees and management in relation to HR queries regarding pay, benefits, policy and procedure, employee relations, etc.
- Manage and update all HR documentation, including policies, procedures, template letters, forms and systems ensuring they are up-to-date and in line with business and legal requirements.
- Support HR Advisors with employee relations cases where needed including disciplinary, grievance, attendance / absence management, performance management and probation reviews; with the support and guidance of the HR Operations Manager.
Recruitment and onboarding:
- Support the recruitment process, including preparation of recruitment documents, drafting and placement of job adverts, coordination of interview schedules and testing, liaison with candidates and recruitment agencies, conduct telephone screens and interviews with hiring managers.
- Administer the full onboarding process for new employees including preparation of contractual documentation and ensuring compliance with safer recruitment practices such as Right to Work, criminal record checks and medical clearances.
- Conduct induction meetings with new employees where appropriate and liaise with both line managers and buddies to ensure they are aware of their responsibility in the process.
- Administer the probation process including ensuring managers are aware when review meetings should take place and issuing corresponding confirmation and benefits paperwork.
Leavers:
- Ensure resignations are acknowledged in a timely manner, the Line Manager is aware of the process and any outstanding payments are calculated in accordance with the employee’s terms and conditions.
- Ensure exit interviews are conducted for all staff and quarterly summaries are compiled and escalated for trend analysis with the HR Business Partners.
Payroll, Compensation & Benefits:
- Support the collation and verification of payroll amendments and processing monthly, liaising with the payroll provider and Finance team to ensure staff are paid correctly and on time.
- To prepare all letters or contracts for any changes to employee terms and conditions in line with the appropriate documentation and relevant approvals.
- Liaise with the Group’s external benefit providers to ensure a seamless process for any changes in employee benefit packages.
- Coordinate annual HR processes such as annual salary review and bonus administration.
HR Systems & Reporting
- Ensure the HR systems accurately reflects current employee conditions and details.
- Advise business users on operating processes within our HR systems, including Employee and Manager Self Service. Champion and support the resolution of problems related to the operation of the HR systems.
- Design and produce regular statistical reports on HR Key Performance Indicators for management board reports and people managers within the business; obtaining the necessary input from regional HR Business Partners as necessary.
- Provide Clinigen organograms (with names and without names) for audit and wider business use, adding to the shared drives and intranet monthly.
- Coordinate with the global HR team to ensure records in the HR system are up to date for employees and that all employee documentation is filed correctly within the central HR folder.
Essential:
- Experience of providing strong administrative and advisory HR support, working alongside a team of HR professionals is essential for this role
- Experience of the end-to-end employee life cycle from recruitment through to exit, including resourcing experience related to CV screening and candidate interviews/assessments.
- Experience of producing accurate contractual documentation and correspondence alongside maintaining comprehensive system records is essential
- Experience of administering monthly payroll in conjunction with third party service provider would be advantageous for this role.
- Demonstrable experience of providing advice on employment terms, conditions, policies and procedures in line with current employment law guidelines and best practice.
- Proven ability to work on own initiative and be proactive, learning on the job and keeping up-to- date with changes in employment legislation which could impact HR advice.
- Proven ability of meeting tight deadlines without compromising on accuracy and attention to detail.
- Proven ability of acting with confidentiality and dealing sensitively and appropriately with confidential information.
- Experience of prioritising own workload, excellent time management and dealing with conflicting priorities when working to deadlines and within defined standards.
- Excellent written and verbal communication skills and able to communicate to diverse range of internal and external stakeholders clearly and effectively. Proficient in the use of general IT systems and applications including Word, PowerPoint, Outlook, Excel.
Desirable:
- A relevant HR qualification (or studying towards) is highly desirable.
- Experience of utilising Oracle or People HR systems would be advantageous.
- Experience of using recruitment software and job ad boards would be beneficial.
