haysmacintyre is an award-winning firm of chartered accountants and tax advisors with a strong, market leading international alliance. Our firm comprises almost 40 partners and over 600 staff and has experienced sustained, organic growth, with turnover increasing by 80% over the last six years. We believe this reflects the level of our client service, the culture within the firm and our progressive outlook.
We are looking for a People Operations Administrator to join our People team. The primary responsibility for this role is to provide administrative support to the People Operations processes and administration within the Firm.
The People function is a busy team where confidentiality, a collaborative work ethic, curiosity and a proactive approach are essential. The team provides advice and support to partners and staff throughout their entire tenure at the Firm. We deliver a full range of generalist support together with recruitment, payroll and learning and development activities.
The Team gain credibility through being proactive, responsive, creative and accurate – while this seems basic it will form the basis of success in this role.
The People Team currently comprises a Chief People Officer, 1 Lead Business Partner, 1 People Business Partner, 2 Junior Business Partners, 1 People Operations Senior Manager, 1 People Operations Administrator, 2 Professional Qualifications Administrators, 1 Head of People Development, 1 Talent Acquisition Senior Manager, 2 Recruitment Advisor - who, together, support the team in all areas listed above.
The role
Supporting the People Operations team with all aspects of the onboarding of new staff, exit processes, and day to day People/HR requests and queries.
Offer Process and Onboarding
- Work with the People Operations team to carry out the onboarding process together
- When appropriate, create the contracts of employment and offer letter within agreed SLA for approval via internal channels
- On approval, send out contract and letter with all appropriate documentation and liaise with candidate if there are questions arising
- On receipt of acceptance letter inform Talent Acquisition Manager and People Team of acceptance and commence on-boarding process
- Ensure future employees receive all relevant onboarding documentation such as new joiner forms and induction schedules, and manage subsequent return of information
- Initiate and manage the new joiner referencing process keeping People Team informed of any issues
- Liaise with all internal teams as needed to ensure Day One runs smoothly, and schedule day one induction meetings, one week and one month catch ups
- Assist delivering People Induction presentations taking in turns with the People Operations team for all new starters
Joiner Administration
- Input new joiners onto Open HR (our HRIS System) and set up a personnel file for the individual
- Ensure all relevant departments such as IT are made aware of all new starters
- File all documentation into the individual personnel file for future reference. Include joiners skills, teams and specialisms into OpenHR upon starting
- Manage the Joiner & Leaver spreadsheet for internal use
- Complete and circulate weekly ‘Starter & Leaver’ schedule for the Firm and update on the Intranet page
- Input new joiners onto the Bridge Learning Management platform and register them for the mandatory learning modules
- Calculate holiday entitlements for new joiners
- Liaise with Learning and Development on Quarterly inductions planning
- Send out New Starter surveys to all new joiners around the two month mark and opportunities to discuss trends with the People Operations team
General Administration
- Assist with scheduling and collating feedback for probation meetings
- Assist with probation confirmation/extension letter and follow up with joiner as appropriate
- Manage all reference requests for current staff – tenancy, mortgage, visa etc. and employment references for former employees.
- Process the Spot Bonus awards for the People Team and log this data
- Order gifts for employees for special occasions, weddings, baby births etc.
- Manage the Joiner & Leaver spreadsheet for internal use
- Update HR documents and maintain staff records and changes in OpenHR system
- Record sickness and report to appropriate teams daily
- Assist responding to queries in relation to other types of leave including holiday, TOIL, unpaid & bereavement leave etc.
- Support the People Operations team with promotions processes, re-gradings & salary reviews throughout the year, drafting letters and keeping accurate data
Leaver Administration
- Ensure the leaver log is kept up to date, completing all necessary leaver steps
- Ensure leaver correspondence is up to date, and support the People Operations team with payroll forms, notifying relevant departments, scheduling exit interviews etc
Compensation and Benefits
- Maintaining the Firm’s benefit platform and health care cashplan, monitoring starters and leavers and assisting with adding / removing when appropriate
- Work with the People Team to draft content for e-news with new benefits and promote wellbeing and existing products available to staff
- Processing Length of Service Award Milestone Gifts/Evouchers
Data reporting
- Support the People Operations team with data and reporting requests and ensure the data in OpenHR is always kept up to date. Reporting requests include generating reports for the Risk & Compliance Officer and monthly headcount reports for the Finance department
- Supporting the People Operations team with the monthly and quarterly data dashboard
Payroll/Pension
- Ensure the People Operations team is updated of all starter and leave payroll changes within the monthly deadline
Idea Generation
- At all times, your ideas will be welcome as to how we can improve, be more efficient, save time, enhance compliance etc. so please listen, research and share ideas as you wish. Laws change, market practices develop and generations want different things so keeping an eye out for interesting developments is very wise and ever so useful.
You will have:
- Experience of working in an administrative role, and working within a HR/People Team would be beneficial, but not necessary
- Working within a professional services environment would be beneficial
- A working knowledge of the People processes within a corporate environment
- Proven ability to support numerous team members and balance priorities accordingly
- The ability to work at a fast pace, and meet important deadlines
- A genuine passion and interest in People/HR
What you’ll need to succeed:
- Strong attention to detail
- Ability to multi-task completing priorities
- Being pro-active and enthusiastic to support the business
- Knowledge of the basics of good HR/People practice and how to add value
- Great ideas and ability to communicate them
- Strong organisational skills
- Strong communication skills
- Capacity to establish professional credibility quickly
- PC literate
- Adaptable and flexible with great ideas for improvement
- Able to maintain confidentiality
- The ability to come up with creative ideas