HR Shared Services Administrator

Name:

Corporate Title: Administrator

Functional Title: HR Shared Services Administrator

Department and Division: HR Shared Services/GHR

Reporting to:

HR Shared Services Manager

Office and Country:

London, UK

Regulatory Approval/ Certification Required: (if applicable): Yes/ No

Type: Relevant Person/ Certified Person/ Material Risk Taker/ Senior Manager

OVERVIEW OF THE DEPARTMENT/SECTION

The HR Shared Services department is a key service delivery team sitting with the HR Division providing support and service to all employees across the business.

HR Shared Services are a critical team supporting employees and managers including the HR COEs and HRBPs while also ensuring focus on the legal and regulatory requirements for the countries and regions it supports.

NUMBER OF DIRECT REPORTS

n/a

MAIN PURPOSE OF THE ROLE

• This job sits within the London HR Shared Services Team in the UK, servicing all UK employees and London based HR Team. This is a key, client-facing role, delivering quality HR Shared Service support and advice to all MUFG employees and HR.
• This is the first point of contact for HR Shared Services support and will be responsible for establishing and preserving strong relationships with internal clients, providing accurate and timely customer service and resolving HR transactions and administration, including complex issues, within agreed service levels. The job holder has ownership and accountability for managing the resolution of customer issues.

KEY RESPONSIBILITIES

• Respond to and resolve tier 1 level support to all employee/stakeholders at all levels within MUFG, keeping key stakeholders updated on the status of tasks
• Coach managers and employees to use Tier 0 tools where available, and educate on Workday processes and user guides
• Provide entry level policy advice to line managers and supporting vanilla ER queries. Escalate to HRSS Analyst or more senior members of the team when appropriate
• Partnering with others to support client centric approach and building a network of contacts to collaborate with
• Creating, assign and resolve cases in accordance with standard operating procedures, policies and service level agreements
• Lead on all pre-employment processes including but not limited to, the production of all new hire documentation such as contracts, offer packs with the relevant documentation for each entity and hire, dependant on role and right to work checks.
• Data entry and data maintenance in Workday or other business systems, completing payroll instructions, and other employee correspondence.
• Data entry and data maintenance in relation to all employee information, championing data integrity and utilising the system to its full capability. Ensuring adequate controls in place to reduce errors. Ensure appropriate internal procedures and controls are in line with best practice HR.
• Responsible for the document management processes within HR Shared Services, ensuring that all required documentation is filed accordingly to employee personnel records.
• Provide support on the reporting of issues, including the pre-employment screening processes and escalates situations as appropriate when in doubt.
• Process and reconcile purchases and invoices within the HR function as per Inter-Department Agreements
• Actively support management in the identification and implementation of continuous service improvement initiatives within HR Shared Services e.g. suggesting enhancements to Intranet / Service Now pages to reduce queries or improvements to working practices
• Ensure all services delivered are done so in accordance with agreed policies and procedures and contribute towards delivering a high level of client service
• Manage queries and process actions as per the relevant Inter-Department Agreement with each HR Centre of Excellence including but not limited to Benefits, HR Advisory, Learning and Development, Organisational Development and Performance
• Data maintenance of the Learning Management system (LMS) ensuring all regulatory training is uploaded and ready for launch, along with reporting and working with the SMEs to ensure system accuracy.
• Coach managers and employees to use Tier 0 tools where available, and educate on Workday processes and user guides

WORK EXPERIENCE

Essential:

• Worked within a HR Operations/Shared Service environment
• Broad HR knowledge and understanding of working practices and employment legislation
• Process mapping experience
• Understanding the needs of the employee/ stakeholder and prioritising to ensure 'client' satisfaction.
• Awareness of how current legislation impacts employment practices
• Experience of managing transactional Employee Relations activity within defined process, and understanding of when escalation is required due to increased litigation risk or process failure
• Experience of partnering with the business as a generalist HR professional and being confident with advising according to policy, process and legislation

Preferred:

• Experience of working with ticketing system / Service Now preferred but not essential.

SKILLS AND EXPERIENCE

Functional / Technical Competencies:

Essential

• Awareness of how current legislation impacts employment practices.
• Ability to communicate effectively, informatively and with sensitivity, with a wide range of employees to maintain confidentiality and inspire trust.
• Proven experience working with Workday
• Results driven, with a strong sense of accountability whilst comfortable making strong decisions demonstrating the ability of having sound judgement
• A proactive, motivated approach
• Understanding of a an employee lifecycle
• Ability to manage conflicting priorities and re-prioritise work accordingly
• A structured and logical approach to work whilst considering innovation
• The ability to manage large workloads and tight deadlines and maintaining a calm approach, with the ability to perform well in a pressurised environment
• High level of literacy and numeracy sufficient to undertake complex letter writing and reports, statistical analysis of performance data and complex calculations

Preferred:

• Secondary language is preferable but not essential

Education / Qualifications:

Essential

• Level 5 CIPD, or continuous education e.g. Masters in HR
• Professional Human Resources/business certification or equivalent industry experience desired

Preferred:

• A degree in Business Administration, Human Resources or an equivalent/relevant field required

PERSONAL REQUIREMENTS

• Sound IT knowledge and skills
• Strong quantitative / numerical skills
• Excellent attention to detail and accuracy
• Clear communication capability with strong influencing and negotiation skills
• Strong presentation skills
• Strong problem solving skills
• Excellent interpersonal skills
• Excellent Microsoft Office skills
• Strong interpersonal and cross border networking skills
• Ability to prioritise workload to manage projects and multiple responsibilities

Integrity and Responsibility

• Balance Risk with Opportunity
• Customer Focus
• Demonstrate Global Perspective

Professionalism and Teamwork

• Collaborate and Build Partnerships
• Communicate Effectively and Professionally
• Drive For Results

Challenge Ourselves To Grow

• Lead Change and Seek Continuous Improvement
• Think Strategically
• Influence and Inspire Others

PERFORMANCE AND DUTIES

The role holder will be assessed in accordance with their employing entity’s performance framework and process with relevant input obtained from the dual hatting entity as relevant.

As duties and responsibilities change, the job description will be reviewed and emended in consultation with the role holder. The role holder will carry out other duties as are within the scope, spirit and purpose of the role as requested by their line manager or Department Head.

MANAGING CONFLICTS OF INTEREST

• The role holder will have responsibilities for both MUFG Bank and MUFG Securities EMEA plc.
• The role holder will be required to perform their duties and responsibilities on an entity neutral basis, without favour.
• The role holder is required to follow regulatory requirements applicable to ensure each business is appropriately supported and to maintain the legal entity integrity of each of MUFG Bank and MUS.
• Working terms are dictated by functional mandates, the terms of the Dual-Hat Arrangement Agreement in place between MUFG Bank and MUFG Securities EMEA plc and any other relevant agreements entered into between MUFG Bank and MUFG Securities EMEA plc.
• The role holder will have responsibility for identifying and resolving where there may be a difference or conflict in needs between MUFG Bank and MUFG Securities EMEA plc, escalating to their manager where required.