Job Ref: 213122441

Date: 2021-02-03 09:46:32

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Job Summary
To provide a complete, professional Human Resources Advisory & Administration support service to the HRBP and to the Senior Leadership Team, Supervisors and Employees.

To work in partnership with business managers to ensure the consistent application of HR best practice across the Company, including recruitment, operations and policy and to provide advice and support on all HR related issues.

Essential Job Duties

 Responsible for provision of HR Advice and Administration on HR activities for Ingram Content Group associates based in the UK, Germany, Australia and ROW as required including employment law, employee relations, M&A/Tupe, recruitment and selection, training and development, health and safety and compensation and benefits.
 Develop the Human Resource admin and advisory function to effectively establish the credibility of the department
 Use professionalism, integrity and confidence to ensure a positive and valuable contribution to the organisation
 Minimise corporate risk and liability from employment related litigation
 Ensure knowledge of UK employment law and applicable European & ROW employment law is current and updated as required
 Advise Line Managers on legal matter, policy, procedure and precedent on HR issues for their respective teams and locations
 Facilitate meetings / hearings relating to investigations, disciplinary and performance monitoring, and produce minutes / notes as required
 Training and development of the HR Assistant, managing and delegating workloads.

Recruitment & Retention

 Gaining authorisation to recruit
 Write job specifications for internal and external ads.
 Set up cost effective partnerships with web sites, advertisers and recruitment consultants.
 Post advertisements, shortlist candidates, schedule & conduct interviews and respond to unsuccessful applicants.
 Send out offer letters, contracts, joining forms and joining details to prospective staff.
 Carry out inductions for all new starters.

Employee Relations

 Provide advice and support to managers on employee relations issues such as grievances, poor conduct, underperformance, lack of capability, ensuring positive risk free outcomes for the business.
 Investigation and preparation of documentation prior to Disciplinary, Grievance, Flexible Working Request meetings, attending meetings and dealing with Trade Union Representatives where necessary.
 Preparation of all necessary documentation, outline of timings and attending all meetings.
 Maintain HR intranet, which includes the review and updating of HR related information, staff handbook and associated forms.
 Maintain personnel files and system and submit monthly HR reports to HRBP

Performance Management

 Ensure that all employees undertake interim and annual appraisals.
 Advise managers on methods of dealing with poor performance.

Learning & Development

 Assist with basic training of staff and inductions
 Train managers and associates in the use of IPAD training system and performance monitoring – ensuring appraisals are completed for all associates
 Assist to implement training and development plans for relevant employees

Pay & Reward

 Assist with salary survey and other bench marking exercises.
 Arrange the collection of monthly HR information on sickness and benefits or data changes for submission to the Payroll Clerk in a timely manner.
 Liaise with the Company’s benefits administrators and provide monthly update reports.
 Provide Finance with payroll-related documentation, which includes new starter and leaver pay.
 Oversee the /pensions administration process with the Payroll Clerk
 Liaise with the Pension Plan providers on presentations to colleagues as necessary

HRIS

 HR database responsible for accuracy of data and manipulating the database, ensuring the provision of relevant management information in support of decision making processes.
 Regularly provide US HRIS updates to ensure accuracy for Peoplesoft and maintain and manage the replication of date from the UK HR database
 Compile and distribute as required, all statistical reporting for absence, sickness and associate KPI’s as required
 Prepare related analyses and reports as required for HRBP/ Home Office
 Maintain employee related data in line with best HR practices, and proactively provide this to relevant levels of management for relevant action.
 Champion the use of Cintra self-service, find areas where self-service can be updated and improved

Administration Duties

 Answer a wide range of queries, both from external and internal sources e.g. employment references /financial queries/ agencies.
 Support the HRBP as necessary, and ensure all administration, reports and tasks required are actioned in a timely manner in relation to associates, recruitment, resourcing, training and development
 To answer general enquires by telephone within the department as necessary.
 In conjunction with the HRBP update and implement policies and procedures to ensure fair and equitable treatment of all employees
 Process starters, leavers, probations, promotions, changes to employee circumstances, references in line with Company procedures
 Update organisational charts.
 Accurately maintain paper-based personnel files in a confidential manner.
 Administer the benefits schemes including pension, healthcare and long service or pay awards.
 Record all absences and produce absence reports.
 Produce general correspondence relating to employee relations, disciplinary, grievance, redundancy or other HR matters as required.
 Review administration processes and implement changes on approval by the HRBP.
 Undertake ad-hoc projects as required.
 Support line management in implementing change programmes and improving operational effectiveness through the company.
 Manage response to Company’s Annual Surveys
 Work to continuously improve employee morale and motivation.

Health & Safety

 To be responsible for your own Health and Safety and be aware of factors affecting your colleagues in order to maintain a safe environment.
 To report any accidents, potential hazards to your Line Manager immediately.
 Ensure new starters are trained in company induction and Health & Safety procedures in conjunction with the facilities manager.
 Monitor operational training requirements (e.g fork-lift truck, first aid) and ensure requalification is organised on a timely basis
 Assist with work-place risk assessments as required especially in respect to Maternity cases
 Maintain and regularly review on site records on work-place risk assessments to comply with UK Health & Safety regulations such as Display Screen Regulations (DSE)
 Co-ordinate and arrange payment for all agreed requests for eye tests, in compliance with DSE regulations
 Depending on the nature of the incident, investigate, or assist in the investigation, of all accidents occurring on site, under the guidance of the Facilities Manager and HRBP.
Other

 To carry out any other duties as requested by the HRBP or Home Office HR HRIS/L&D

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