HR Coordinator (People & Culture) EMEA

London, United Kingdom
Corporate Services – People & Culture
Permanent Full Time
Unispace is a global workplace design firm with integrated project delivery capabilities. We seamlessly unite strategy, design, project management and delivery to achieve real, measurable results for our clients. Our people are at the heart of everything we do: we’re one global team with a fearless sense of possibility and the freedom to challenge convention. Our culture is open, collaborative and built on talent and experience that spans the globe.

Why you’re here

To provide administrative support to the People & Culture Team including resourcing, strategy and operations across EMEA.  This will include all administrative support to ensure all operational People & Culture processes, systems and initiatives within the region (incl. Global P&C programs) are delivered with quality and maintained to an excellent standard. 
What you’ll deliver

You will ensure the smooth running of the department and help to streamline processes, maintaining and updating employee records and managing administrative processes.
How you will deliver
Assist with all day to day people operations.
Review and administer the P&C shared mailbox. Ensuring that all tasks are completed in an organized and timely manner.
Manage the new starter process including offer letters and contracts.
Process background application checks where necessary.
Manage employee references and any ad-hoc requests.
Maintain and update Namely, Lever, employee files, spreadsheets and other HR systems.
Draft and issue employment changes letters through adobe e-sign.
Manage the intake of work experience and apprentice students.
Create People presentation slides for company-wide updates.
Supporting an inclusive culture that attracts, retains, develops & motivates talented individuals to ensure a positive employee experience.
Collaborating across disciplines, regions, studios.
Contributing to the creation of a high performance, innovative team environment.
Pre-check all P&C related invoices. Ensuring they have been accurately assigned, ready for processing.

Gather reports for team leads and managers or when advised by the People & Culture Team.
Develop and analyse quarterly people Metrics reports, and operational metrics reports.
Produce and update reports as requested using excel, namely and lever.
Recruitment Support
Assisting with booking of interviews and liaising with candidates.
Diary management.
Day to day support with Lever including candidate searches and reports.
Familiarity with LinkedIn and able to report and contact applicants where required.

Manage benefits administration as required.

Service Agreements and Contracts
Issue sole trader & Ltd company contracts track their end dates and issue extensions when required.
Track end dates for all fixed term contracts, and issue extensions when required.
Update internal systems to reflect such changes.

Manage the probation process. This includes running reports from our system, liaising with Line Managers and taking next steps.
Prepare probationary pass, extension or fail letters.
Update internal systems to reflect such changes.

On Boarding
Arrange meetings with key stakeholders for new employees.
Ensure new starter packs are available and ready for all new starters, keeping track of stock levels and placing orders.
Liaise with regional Team Assistants on the administration of new hires abroad. I.e. copies of passport, and ensuring we have all the documents required to successfully on-board the new hire.
Ensure laptops, phones and door passes are ready for all new starters.
Support with all new starter’s administration. i.e. check right to work, administer with copies of passport and all other paperwork in relation to payroll.
Follow the on-boarding steps as per the in-house tracker.
Prepare the necessary documents required for the P&C team.

Manage the leavers process
Future employment reference checks are responded to in a timely manner.
Commence the off-boarding process. i.e. issuing leave confirmation letters, notify relevant teams and departments.
Ensure deactivation on internal systems to reflect such changes.
Work experience
Utilisation of enterprise-type applications in HR e.g. Namely, Lever etc.
Policy and process development as part of an HR function.
HR reporting development.
HR vendor management.
Customer service experience.
Technical knowledge, skills or other requirements
Learning agility.
Ability to work in a fast-pace environment and be change ready.
Excellent problem-solving perspective, being able to identify issues and resolve problems in a timely manner.
Strong ability to effectively read and interpret information, present numerical data in a resourceful manner and skillfully gather and analyse information for reporting.
Communicating with impact – both written and orally.
Time & priority management.
Must be organised, accurate, thorough and able to monitor work for quality.
Customer/Collaborative orientation.
Employee life-cycle processes.
HR Information System management.
Process mapping.