About this role

The Challenge

The person joining this role will provide administrative and operational support to the People team, contributing to the management and smooth execution of the team’s different processes.

Their main goal will be to support the tracking, updating and coordination of administrative tasks related to people management, helping ensure the smooth running of the department and providing support to both the People team and employees on matters related to internal processes and procedures.

Key Responsibilities

• People administration and employee documentation management.
• Administrative support throughout recruitment processes.
• Support and follow-up across onboarding and offboarding processes.
• Management and updating of information across People tools and platforms.
• Administrative coordination of Occupational Health & Safety processes.
• Support in the organisation and coordination of culture initiatives, team activities and internal communications.

People Administration

• Keep employee information up to date in the HR management system (HRM), as well as in the relevant OneDrive files and documentation, with particular attention to new joiners, leavers and changes in employees’ circumstances.
• Keep public information regarding the internal processes and procedures managed by the People team up to date in Confluence.
• Prepare and maintain the annual working calendars for the company’s different workplaces.
• Manage and monitor the annual renewal of employees’ medical examinations.

Administrative Support for Recruitment Processes

• Publish open positions in the HR management system (HRM).
• Record in the ATS any applications received through channels other than the standard direct application process.
• Support the Recruitment team in coordinating and organising interview schedules and meetings with candidates.

Onboarding and Offboarding Support

• Initiate and coordinate the administrative tasks required for new employees joining the company.
• Follow up with the external labour/payroll provider on the necessary Social Security registration procedures and preparation of employment documentation.
• Prepare and manage the applicable employment documentation, as well as any corresponding contract addenda.
• Prepare and send the Welcome Pack, where applicable.
• Manage employee registrations across the flexible benefits, health insurance, Edenred and Occupational Health & Safety platforms.
• Coordinate the collection of company equipment during the offboarding process.

Administrative Management and Internal Coordination

• Keep track of and maintain up-to-date stock levels for work equipment and Welcome Packs.
• Provide administrative and coordination support for other initiatives and projects led by the People, Culture & Organisation team.