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 to hrandops@harrisonparrott.co.uk 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