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HR Coordinator
About HSO HSO is a business transformation partner with deep industry expertise and global reach. HSO helps companies innovate faster by modernising business operations, adopting data-driven intelligent automation, delivering real-time insights and connecting the enterprise. Founded in 1987, HSO has more than 2,500 professionals throughout Europe, North America, and Asia and is one of the world’s top business solution and implementation partners and a member of Microsoft’s elite Inner Circle, representing the top 1 percent of partners worldwide. HSO UK has grown to more than 350 people and we expect over 100% organic growth in the next 5 years - with this comes an opportunity to create, deliver and evaluate our evolving business. At HSO we take pride in being large enough to serve, but small enough to care. We are uniquely positioned to empower you to transform your career without compromising your life and we take pride in investing as much in our people as we do in our clients. At HSO we transform the way in which people work and how businesses operate to get results for our clients. This takes exceptional cutting-edge technology, knowledge, talent, determination and entrepreneurial spirit. Our culture and values support entrepreneurial mindsets and attitudes where your voice will always be heard. Purpose of the Role We want our people to feel a strong connection to the HR team; we want to hear about their news, so that we can tailor and offer the best support we can to them. This role works closely with one other HR Coordinator and the HR Business Partner to maintain people administration and support HR queries. By effectively managing these responsibilities, you can help create a workplace where all our people feel valued, respected and empowered to contribute their unique perspectives and talents to HSO's success. Overview of Experience and Key Responsibilities People & Culture • Contribute to an HR team who feel valued, stretched, motivated, empowered and supported. • Be a leader who is at the heart of our business culture, embedding our values; we care, we are curious and we give clarity. Organisational Development • Support the HR Business Partner to deliver job evaluation so that all HSO jobs are evaluated, and rigour is maintained in salary setting in relation to job evaluation results. Diversity, Equity and Inclusion • Contribute to and maintain a culture of trust which enables people to speak up, feel safe, and advocate for others. • Keep diversity, equity and inclusion at the forefront of choices HSO make, to ensure we support everyone equitably. • Support the engagement, creation, planning and implementation of the DEI strategy and processes. • Stay informed about best practices and trends in DEI. • Help to coordinate employee resource groups (ERGs) that provide a platform for our people from diverse backgrounds to connect, share experiences and advocate for inclusive policies and practices. Performance • Be able to use the career map and competency framework to support people in accessing relevant learning to enhance their skills, competencies and knowledge. • Support our people with HR Performance Portal queries. • Maintaining accurate information on HR systems. • Producing reports from HR Systems to inform performance choices. • Supporting the performance review process. Reward and Recognition • Understand HSO’s pay, variable pay and benefits strategy. • Monthly payroll administration. • Timely pension administration. • Timely benefits administration (fuel card, healthcare, dental cover, car allowance, life assurance, staff discount schemes, etc) • Coordinate all recognition including birthday, long service, anniversary communications. • Support colleagues to deliver a timely, accurate and under budget annual reward review. • Production of discretionary bonus letters on an annual and ad hoc basis for new joiners. • Producing reports from HR Systems to inform reward choices. • Collate nominations for internal awards. • Monitor and provide insight from the use of our recognition schemes. Engagement • Supporting our HR Director and Engagement team to produce, deliver and evaluate an annual Engagement plan, ensuring this represents our HSO UK values and delivers its goals. • Work collaboratively to deliver timely, cost efficient, accurate and relevant events. • Forge strong working relationships with colleagues outside of the UK to understand and contribute to the Global HSO community within the People function and others. Wellbeing Assisting the HR Business Partner with wellbeing activities, including liaison with external providers, evaluation of activities and relevant internal communication to attract a broad participation. L&D • Work with the Learning & Development team to create and coordinate training bonds. • Produce, check and maintain the Course Information for all events, including the Facilitator Overview, plus Materials and Equipment requirements. • Store all Course Information, Delivery Materials, Facilitator Overview and the Materials and Equipment list is stored on the L&D Teams Channel, and accessible by all of the L&D Team. • Source, book and coordinate with others in good time, consistently high quality facilities, materials, equipment, accommodation, food, refreshments and any other aspects supporting the delivery of learning. • Ensure facilitators and participants receive relevant information about the event with as much notice as possible, to get themselves organised and prepared. • Check with all facilitators that they have what is required to deliver the learning activity. • Ensure all spaces where training is being delivered has the appropriate facilities, equipment and materials required by the facilitator, both before the event and on the day. • Design, source and prepare all materials, as required for L&D events. • Upload all relevant courses onto the Learning Management System (LMS). • Update the LMS, ensuring content is updated and correct. • Ensure there are enough tokens to access required, essential or ideal learning on the LMS. Onboarding • Support the successful onboarding of all new joiners, ensuring they become effective as quickly as possible by working with Line Managers to create their bespoke learning plans and monitor progress. • Revise the onboarding process by speaking with stakeholders such as IT, HR, Recruitment, Finance, Buddies and Line Managers / Team Heads to create a process which everyone is clear on and delivers a consistently great experience for new joiners and stakeholders. • Coordinating all elements of the onboarding process, such as accurate contract production, query resolution and introducing new joiners to their HSO network, to ensure as smooth and positive experience as possible. • Providing details to new joiners on what any actions or information needed before their first day. • Ensuring new joiners have a communication plan to start to build their network before they join; including but not limited to Hiring Managers / Team Lead / Buddy / Team admin HR team / IT. • Sharing appropriate information such as HR policies, expenses, timesheets and equipment to new joiners. Visa Sponsorship • Timely liaison with immigration solicitor to understand the appropriate visa for a new joiner. • Arranging meetings between new joiner and solicitor. • Completing timely and accurate Certificates of Sponsorship on the Home Office website. • Being the ‘go to’ person for any queries regarding the visa sponsorship process. • Liaising with colleagues in Finance to organise timely payments for visa sponsorship. • Monitoring the visa sponsorship spend, including highlighting any potential overspend. • Assisting with any immigration license or visa requirements. Contractor Offboarding • Ensure all Contractors (X-Sub) have a live contract and that relevant information is safely stored to ensure compliance. • Be the first point of contact for Contractor contractual queries from HSO Managers. • Understand and be able to help HSO Managers who need to implement the correct contractual process when managing Contractor performance. Including supporting HSO Managers to document evidence of non-contractual compliance, such as poor delivery of services. • Coordinating all elements of the contractor offboarding process, to ensure as smooth and positive experience as possible, eg. notifying HR / IT of contractors’ end date to ensure systems access is removed. Managing Risk • Provide planned and unplanned data and insights on HR key performance indicators to HR and other colleagues. Use this data to inform business choices. • Support the HR Business Partner to provide expert advice and guidance on employee relations issues, including disciplinary and grievance matters, performance management, absence management, and termination of employment. • Ensure robust management of all personal data handled by HR, adhering to HSO’s data protection policies and more broadly to GDPR legislation. • Ensure any matter is escalated at the most appropriate point to the people, for example to the wider HR Community, Line Managers and third parties. Stakeholder Engagement • Work with the HR Business Partner, Head of L&D and Talent Acquisition Partners to identify and include the majority of internal and external stakeholders with all pieces of work delivered, involving them in a timely way about the right topics. • Understand how and why our business engage with our external legal advisor, seeking advice as early as possible and ensuring we receive value for money from the service. General • Support colleagues to facilitate a smooth and positive experience for leavers, including exit interviews and updating other teams with information. • Provide support for HR invoices, if required.