People and Office Coordinator - Bristol, United Kingdom - Subfero

Subfero
Subfero
Verified Company
Bristol, United Kingdom

1 week ago

Tom O´Connor

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Tom O´Connor

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Description

The role...

Reporting to the People Manager, the People & Office Coordinator will act as a first point of contact for all HR queries and will provide a key support function for the office.

Their time will be split evenly between both functions, and they will become generalists in all of the areas that their role encompasses, including but not limited to, health and safety, supplier and visitor compliance, onboarding and inductions, leavers, recruitment, communications, wellbeing, HR projects and general administration.

The People & Office Coordinator will deliver excellent customer service to all employees and visitors at every interaction and will be responsible for building excellent relationships with a wide variety of stakeholders at all levels of the business, always working with professionalism.

Key Responsibilities


People Coordination

  • Provide accurate first line HR advice on People policies, procedures and benefits, acting as a first point of contact for all queries, knowing when to escalate matters to the People & Talent Advisor or People Manager as necessary.
  • Provide administrative support for full employee lifecycle, from new starter onboarding to leavers, including but not limited to, creating and issuing Contracts of Employment, preemployment checks, new starter induction, leavers letters and offboarding employees from our electronic database.
  • Support with the administration of company benefits, including onboarding and processing leavers for all company schemes.
  • Draft probation documentation and contractual variation letters, updating trackers as required and ensuring accuracy of information.
  • Complete Right to Work and Vetting checks for new starters and current employees, ensuring legal compliance and carrying our regular data audits.
  • Complete employee data inputs and maintain accurate HR trackers and records of personnelrelated data in both paper and the electronic database, ensuring all employment legislation and GDPR requirements are met.
  • Support the department with Employee Relations matters, including drafting letters and disciplinary documentation, and assisting with minute taking for HR related matters.
  • Ensure all HR matters and communications are dealt with in line with department SLAs, whilst always maintaining confidentiality.
  • Support the wider People Team with adhoc project work as and when required, including leading and supporting in wellbeing and engagement initiatives.
  • Support and assist the People Team as required and undertake any other reasonable duties as required by the People Manager and the Head of People.

Office Coordination

  • Be the first point of contact for all visitors and suppliers, including dealing with telephone queries, visitor meet and greet, and ensuring that all visitors are welcomed into the office.
  • Ensure the office environment is always clean and tidy and kept to a high standard; proactively look for ways to make the environment a better place to work.
  • Liaise with Atkins Facilities Management and all other facilities maintenance companies regarding office works, coordinating and booking in the works as required. Including but not limited to, light flick tests, water maintenance and PAT testing.
  • Process inbound post and deliveries, ensuring to distribute it and action workflow requirements where required.
  • Carry out weekly stock checks of all office supplies and refreshments, processing routine orders.
  • Assist with event planning and implementation, including course, travel, and accommodation bookings.
  • Be the first point of contact for all health & safety related matters, ensuring to update the H&S Tracker and escalating issues to the People Manager where necessary.
  • Carry out DSE Assessments for all employee's ensuring paperwork is updated and stored in the HR system; order DSE equipment where required.
  • Implement and coordinate the employee parking scheme, carrying our weekly parking audits.
  • Take a lead in office security, ensuring all keys and access badges are issued and deactivated as required and in line with ISMS requirements.
  • Ensure all routine matters and communications are dealt with in line with the departments SLA's.
  • Support with an adhoc tasks as required by the Senior Leadership Team.
Core Competencies, Behaviours, Qualities and Skills

  • Excellent verbal and written communication skills with the ability to build relationships with employees at all levels.
  • Professional, with unrivalled customer service skills and a passion for helping people.
  • A good multitasker, with the ability to meet deadlines in a fastpaced working environment with a varied workload.
  • High level of attention to detail with the ability to accurately plan and organise workload.
  • Ability to show initiative and work autonomously.
  • Proactive with a process improvement mindset and a passion for bringing order to things.
  • Willingness and enthusiasm to learn and maintains a positive 'cando' attitude to all t
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