HR Coordinator

Fantastic opportunity to join a successful, award-winning healthcare communications agency working as a HR coordinator on a flexible hybrid basis at our Salisbury office.

Job summary and scope:

The HR Coordinator will be the primary responsible contact for ensuring that all HR related administrative duties are completed in a timely and accurate manner, and act as the first point of contact for a range of enquiries including but not limited to recruitment, learning and development, absence and welfare, policies, employee relations and engagement. Working with the HR Manager the HR Coordinator’s role is to assist with the overall HR operation and positively contribute towards achieving all expected objectives and aims.

Key responsibilities:

Recruitment
• Support recruiting managers to ensure that all relevant details have been completed prior to undertaking a recruitment exercise.
• Ensure that approvals for any new roles have been received from the budget holders and finance.
• Ensure that budgets, vacancy codes, job descriptions and job specifications are all kept up to date and are accurate. 
• Work closely with the internal Talent Acquisition (TA) team in relation to any UK relevant recruitment needs and right to work queries.
• Provide guidance to the recruiting managers when necessary to ensure the interview process is clear, fair and the required right to work and qualifications checks have been conducted. 
• Ensure that all databases and relevant colleagues are kept updated at all times. 
• Ensure all candidates who come directly through to our Careers inbox are recorded on the necessary databases and responded to in a timely manner. 

Onboarding
• Coordinate the onboarding process including generating any relevant contractual paperwork, document evidence of right to work in the UK utilising the internal onboarding system to ensure due process is followed. 
• Update the HRIS and relevant databases to record key information and ensure that triggers the generation of each stage of the onboarding process, including the issuing of IT equipment. 
• Communicate efficiently with all relevant teams, ie. IT and Operations to ensure a smooth first day and onboarding experience.
• Deliver the HR induction. 
• Coordinate with the necessary teams to ensure the inclusion of the new employee on all learning and development platforms.
• Ensure the new employee has access to all mandatory training as part of the onboarding process. 

Learning and Development
• Work with the wider group to understand the learning and development (L&D) offerings available to all employees of all our teams.
• Coordinate the introductions of relevant L&D colleagues with line managers to ensure their team needs are met. 
• Ensure that the training process is followed by everyone to ensure consistency and fairness.
• Record and arrange, where appropriate any training requests that come through on the relevant databases and saved to individual personnel files, ensuring budget holder approval is provided when the criteria calls for it.
• Follow up with the relevant employee to enable records to be updated and certificates to be saved.

Employee relations
• Support the HR Manager in managing employee relations casework including dispute resolutions, disciplinaries, grievances, flexible working requests, absence, and change management programs.
• Coordinate and support line managers with their team’s probation periods and relevant probation reviews. 
• Coordinate the annual reviews, and any mid year review process. 
• Ensure that all databases and employee records are kept up to date and are accurate at all times.
• Conduct an annual review of key documents on personnel files to ensure HR compliance.
• Support in the updating of key personnel systems to ensure that they are kept up to date with personal information including medical conditions, address, phone numbers and next of kin.
• Processing contractual changes and organising the associated administration. 

Leavers
• Action all leavers including sending confirmation of acceptance letters, working with IT operations to arrange the return of all equipment, and organising exit interviews where appropriate. 
• Update the HRIS and relevant databases to record key information and ensure that triggers the generation of each stage of the offboarding process. 

Ad hoc
• Maintain and update all databases as required.
• Maintain confidentiality in line with UK GDPR regulations when processing data.
• Take responsibility for managing the contents of the Careers and HR inbox as part of everyday housekeeping. 
• Update all relevant employees’ records and systems when there is absence reported and ensure that all return-to-work documents are returned to HR.
• Assist in payroll preparation by keeping the finance department appraised of any changes. This will include keeping the payroll spreadsheet up to date.
• Ensure that personnel records are up to date with any changes and documents.
• Take ownership for updating the organogram and contacts list each month to ensure it is always kept up to date.
• Reviewing, providing recommendations, and updating policies and procedures, including the corresponding process flows for various HR tasks.
• Update and communicate holiday leave records for all relevant employees, especially those who need to have their holiday managed manually. 
• Update the POD regularly with relevant information that might benefit Makara and its employees.
• Coordinate regular employee engagement and wellbeing activities. 
• Planning and organising of own work to ensure that deadlines are met.
• Proactively keep up to date with self-development opportunities, especially in relation to employment law changes and best practice methods.
• Undertake any duties as may be required from time to time that can reasonably be regarded as within the remit of the post.
• Aware of and conform to legal requirements in all activities, both internal and external. Implicit in this is that all managers and employees conform to the appropriate standards in terms of Data Protection, Health and Safety and Information Security requirements but also to the highest standards of business 
ethics.

Essential skills/experience:

• The successful candidate should have HR experience
• Excellent communication and interpersonal skills
• Strong organisational and multi-tasking skills
• Detail focused, takes pride in work
• Proactive and keen to learn
• Fully conversant with relevant software programmes e.g., PowerPoint, Excel, Word and Systems

We believe our culture is inseparable from our success. Put simply, happy people do great work.

We encourage our people to bring their perspectives and experience to the table and are committed to supporting opportunities for growth and development. We also work hard to embed our values of integrity, intelligence and kindness in everything we do. It’s why we believe we’ve been named a Best Companies ‘Outstanding Company to Work for’. If you’re a self-starter, passionate about delivering excellence, and keen to work with a team of like-minded individuals who care about your wellbeing then get in touch!.