Hr Administrator

At Natixis, we create tailor-made solutions in Asset & Wealth management, Corporate and Investment banking, Insurance, and payments, with over 12,000 staff members in 35 countries.

At Natixis, you have a great opportunity to join an entrepreneurial, agile and growing organisation, and to be part of an inspiring team. We offer a competitive remuneration package and generous total reward package and as an inclusive employer, we are also open to considering flexible working arrangements. We continuously work to create an environment that promotes diversity and inclusion in all its forms, across gender, race, religion, sexual orientation, disability, ethnicity and background. We believe this creates equal opportunities for our employees - and better outcomes for our clients and communities. We are committed to finding reasonable accommodations for candidates with special needs or disabilities during our recruitment process.

Overall purpose of the role:

To provide comprehensive, effective and efficient administrative support to the London HR Team in line with the UK regulatory framework.

Employee administration:

• To manage the administration process for all joiners, leavers, transfers, maternity, paternity and other people management matters
• Manage all administrative aspects of the UK Senior Managers and Certification regime, including regulated references, HR Comply maintenance, Associated Persons application review
• Co-ordinate pre-employment credit, employment and general background checks for all new hires (e.g., setting up potential new starters in system, monitoring the progress of each applicant etc.)
• Produce the weekly Staff Movements list to ensure that IT and other departments have accurate information on joiners, leavers, transfers and extension to contracts
• To maintain and up-date manual and computerised HR information, ensuring the accurate recording and maintenance of all data
• Prepare and issue offers of employment
• Work on coordinating, enhancing and delivering the Induction process, producing updated information on PowerPoint where necessary.
• Ensure smooth transition for all new joiners
• Liaise with IT on all new joiners and leavers. Manage the RPG system for joiners and leavers (contractors and consultants)
• Update and manage the HR Database (THRM)
• Coordination of the exit interview process
• Coordinate all reference requests in a timely manner
• Maintain all HR files, including archived files, in accordance with GDPR regulations and research electronic files options
• Ensure Job Descriptions are filed on electronic personnel files and maintained on the central HR folder and within the Compliance shared folder. Assist with chasing line managers for signed Job Descriptions and assisting with ensuring that Job Descriptions are in the correct template
• Ensure completion of Standard Disclosure checks for Certified Staff
• Responding to employee queries - on the telephone, in-person and via emails through the HR Mailbox
• Ensure electronic HR files are kept up to date with paperwork and leaver paperwork is transferred and e-filed correctly
• Ensure that relevant paperwork is sent to employees who have a change in job title / reporting line
• Take responsibility for the online absence management system. Record and monitor holiday, sickness and any other associated employee absence, as necessary. Produce quarterly sickness reports, assist with reporting on employee mandatory leave
• Update HR Database and online absence tracking system with contract extension data
• Maintain the Organisational Chart each month, ensuring new joiners are accurately located in the correct team and checking with Compliance as to whether they have a Private status
• Probation forms are sent to managers and deadlines are met
• Upcoming leavers are flagged to the HRBPs, checking with the Talent Acquisition Partner on whether teams are currently actively recruiting for the replacement of existing interns, assisting with producing the relevant extension to contract paperwork

Generalist HR:

• Involvement in Diversity & Inclusion initiatives
• Attend and prepare notes for exit interviews, disciplinary, grievance and redundancy cases where necessary
• Taking accurate and concise notes at meetings, where applicable
• Advising and supporting Line Managers in day to day activities e.g. aligning job descriptions
• Assist with the production of HR Data Metrics as required
• Update RPG with contract changes and upload new consultants
• Assist the Talent Acquisition Partner with arranging interviews, ensuring that rooms are booked and diaries are up to date
• Respond to unsuccessful applications with the assistance of the Talent Acquisition Partner
• Help with the advertising of Intern vacancies on job boards
• With the help of the Talent Acquisition Partner ensure the smooth running of the Applicant Tracking System (Oracle HR One), making sure it is kept up to date
• Assist in reviewing and pre-selecting applicants from LinkedIn and other sources
• Maintaining all Offer packs
• Assist with ad-hoc tasks and projects
• Regularly check the HR shared inbox and ensure that emails are responded to, or sent on to the relevant person in a timely manner

Employee benefits and wellbeing:

• Assisting HR Manager, Employee Benefits and Pensions as required, including wellness initiatives and any other ad-hoc tasks and projects as required for example weekly massage administration coordination and confirmations
• Update Darwin (benefits portal) with new joiners, leavers and changes
• Reconcile and process employee benefits invoices (including activity code breakdown)
• Keep track of new joiners to the pension scheme and arrange quarterly pension presentations
• Co-ordinate wellbeing activities, including weekly massages and ad-hoc activities
• Be familiar with all wellbeing (physical, mental, social and financial) offering at Natixis in order to produce a weekly wellbeing roundup.
• Ad-hoc projects to research latest employee benefit and wellbeing trends
• Active promotion and follow-up of employee benefits and wellbeing offerings

Recruitment and Mobility: