People & Operations Officer Maternity Cover

Title:People & Operations Officer Maternity Cover

Reporting to: Associate Director: People and Operations

Salary range: £32,000 - £37,000 

Basis:   Full time  1 – year Maternity Cover

Approx Start Date: August 2024 (we can be flexible)

Location: Hybrid working in the office London Somerset House and at home (in the office 3 days per week)

Closing Date: Sunday, 30th June – 11:59pm

Interview Process:

The interview process will be 2 stages and will take place from 1st July.

Stage 1 -  Will be assessments with interviews held at London Somerset House on Friday 5th July. Approx arrival time 9.30 am – until the end of the day.

Stage 2 – Will be online zoom interviews taking place on Monday 8th July.

About us

As a People & Operations Officer, you will be operating in a matrix environment, supporting offices and contractors based in the UK, Germany, France, Spain and Worldwide. You will manage the administration, coordination, and first-line support of HR & Operations activities for a total of 100+ people, including contractors and projects. 

You will join a friendly, supportive and fast-paced People & Operations department.

Key Relationships

 EA’S, FINANCE, CFO, COO, DIRECTORS, ASSOCIATE DIRECTORS AND SERVICE PROVIDERS

Key Accountabilities

 HR duties

First point of call for HR queries.

• Maintain HR soft and hard files and multiple databases.
• Responsible for file audits to ensure that all required employee documentation is collected and maintained.
• Responsible for arranging all external meetings for HR, such as meetings with suppliers, recruitment agencies, partners etc.
• Responsible for advertising roles externally and internally across multiple job boards.
• Manage and monitor applications for recruitment.
• Coordinate JDs, adverts & interviews for Internship and work experience programmes.
• Coordinate and arrange interviews.
• Coordinate the meetings and manage the administration for the forums that HR oversee e.g. A&I forum.
• Organise and coordinate new employee orientation, onboarding and off-boarding, including IT & hardware.
• Coordinate and update the performance and development platform. 
• Coordinate and update the training and career platform. 
• Coordinate and update HRIS.
• Administer AdobeSign for HR, Ops & IT.
• Coordinate companywide training programmes.
• Support with ER duties (employee relations, grievances, disciplinaries, TUPE, redundancies), including support with ET cases, liaising with ACAS and liaising with legal representatives.
• Responsible for organising and attending company social events.

Operations duties (including office administration and Facilities)

• Managing all SOP procedures and introducing best practice for the department.
• Responsible for coordinating risk assessments and workstation assessments.
• Data Protection and GDPR – assist with the enforcement of data protection and GDPR policies such as the Clear Desk Policy and maintaining a paperless office.  
• Health & Safety – with close supervision of the AD: People and Operations, provide a safe and healthy environment for a hybrid workforce, including all staff, contractors and visitors to HP.
• Maintain and develop positive relationships with contractors, suppliers and Somerset House.
• Assist with communicating and arranging attendance of events with the Somerset House Community.
• Responsible for the onboarding and offboarding of electronic devices.
• Responsible for the document tracker of all external contractors, including service level agreements, renewal dates, rates and service charges.
• Maintain H&S document tracker, including arranging quarterly H&S meetings.
• Assist with the planning of building projects, redevelopments and relocation projects.
• Assist with storage planning, organisation and moves.
• Assistance monitoring Data Protection compliance and Business Continuity Planning.
• Liaise with building management, for cleaning queries, maintenance queries and booking spaces.
• Maintain storage at HP, including our off-site storage.

IT 

• Work effectively and supportively with the external IT providers.
• Set up and install new accounts, computers and laptops for users.
• Audio-visual support for conference rooms and presentation screens.
• Asset Management –maintaining up-to-date and accurate records of IT devices, phones and other electronic equipment and miscellaneous items, located across the company. 
• Lead person with third-party contractors, and suppliers for IT repairs and replacements under warranty and monitoring supplier performance against contracts.
• Lead person on the HP phone accounts, including up-to-date, accurate staff data, handsets, SIM cards, and data across all people at HP.
• Responsible for issuing and collecting phones & SIM cards across the company (Worldwide).
• Responsible for issuing and collecting all phone-based equipment such as chargers, headphones etc.

Other 

• Support and train junior members of the team
• Manage junior members of the team on the tasks you both align on (e.g.equipment/recruitment)

Benefits  

• 25 days of paid holiday, 5 days are used for the 2-week end-of-year closure period.
• Company Pension Scheme (after 3 months).
• Employee Assistance Programme.
• Annual ticket allowance for HarrisonParrott artist events.
• Plus, Somerset House residents’ benefits:
• I love Covent Garden Card
• Northbank Privilege Card
• Corporate rate at Waldorf Fitness First
• Community membership rates at King’s College Gyms -            Covent Garden Physio – Introductory rate: 10% off.

Additional Information

We are an equal opportunity employer and value diversity. We welcome applicants from all backgrounds. Completed applications are to be sent by email via the button below before/on the closing day specified.

PERSON SPECIFICATION

Skills and Experience:

Essential:            

• Have worked in a HR generalist role as an assistant, administrator /Officer role.  Or worked in an Operations assistant, administrator /Officer role.  
• Excellent communication skills both verbal and written           
• Proficient in Microsoft Suite such as Word,
• Outlook, PowerPoint, Excel
• Critical thinking and problem-solving skills
• A positive, proactive team player that meets tasks with enthusiasm and diligence
• Able to prioritise conflicting workload, think ahead, anticipate problems, and provide solutions, as an ever-changing agenda will feature highly in this role
• Ability to work independently and use own initiative
• HR systems and reporting experience 

Desirable:

• Have a CIPD / HR qualification, or working towards one            
• An interest in classical music