HR Administrator (12 month FTC)

Role Summary

The HR Administrator provides day to day HR Administration support for the EMEA region.

The position requires a detail-oriented and proactive individual to support the Human Resources department in delivering efficient, accurate and compliant HR services. The HR Administrator acts as the first point of contact for all EMEA HR-related queries and will be responsible for handling administrative tasks, ensuring compliance with HR policies, maintaining employee records, and supporting recruitment, onboarding, and other HR functions. The HR Administrator will work alongside the EMEA HR team and provide support to the Global HR department as needed.

This role is a 12 month fixed term contract (maternity cover).

The responsibilities of the individual in this position include:

HR operations & administration

• First point of contact for all EMEA HR queries, resolving or escalating appropriately, in-line with service level agreements (SLAs).

• Managing the EMEA HR Mailbox, ensuring timely and professional responses.

• Producing and issuing all HR related documentation, such as offer letters, contracts of employment, reference letters, leaver letters and job descriptions.

• Ensuring signed documentation is returned and filed appropriately.

• Maintaining accurate and up-to-date employee records on file and the HR database (Workday) (Including an annual audit of data for the region).

• Generating reports from Workday as required.

• Providing administrative support and note-taking for Employee Relations matters.

• Working with Global Operations teams to ensure HR operations are running smoothly.

• Tracking and following up on annual year-end reviews, Continuing Professional Development (CPD) logs, and goal-setting submissions.

• Ensuring the supervision process is initiated for all relevant new joiners in line with regulatory requirements.

• Coordinating the timely assignment and completion of mandatory training, including MiFID II modules, in partnership with Compliance.

Learning and development

• Coordinating and providing administrative support to enable Global and EMEA training sessions.

• Loading region specific e-learnings onto the Workday portal as required.

• Running reports for the business to ensure completion of e-learnings.

• Ensuring training attendance and professional qualifications are tracked. 

Payroll coordination

• Coordinating the monthly associate payroll changes, ensuring that the relevant data and documentation is passed to the Payroll & Benefits Officer in a timely manner.

• Responsible for the business visitor monitoring process.

Employee life cycle support 

• Coordinating the end-to-end onboarding process, including preparation and issuing first day documentation and communication with line manager.

• Scheduling and facilitating the HR induction and coordinating wider corporate inductions.

• Managing all aspects of parental leave across the EMEA region, including maternity, paternity, adoption, and shared parental leave, ensuring timely communication, accurate system updates and coordination with payroll and line managers

• Organising and hosting quarterly “Meet the EEC” breakfasts / lunches to support new joiner integration and engagement. 

• Managing of all aspects of the leaver process from confirming final working arrangements with managers to processing termination and arranging exit interviews. 

• Collating exit interview feedback for quarterly reporting.

General departmental administration

• Developing and maintaining the personnel filing system (both electronic and hard copy files).

• Developing and maintaining the EMEA HR Operations manual.

• Coordinating and issuing the EMEA associate HR newsletter.

• Issuing EMEA HR communications from the HR Mailbox.

• Ensuring the opening and dissemination of the post.

• Processing all invoices in a timely manner and tracking spend.

• Providing administrative support to the EMEA HR Team including photocopying and filing.

• Supporting regional and global HR projects and initiatives as and when required.

Regulatory & Business conduct

• Displaying exemplary conduct and living by our organisations Code of Conduct.

• Taking personal responsibility for embedding the highest standards of ethics, including regulatory and business conduct across the business.

• Effectively and collaboratively identifying, escalating, mitigating and resolving risk, conduct and compliance.

The successful candidate will have extensive demonstrable skills and experiences including the following:

• CIPD Level 3 is desirable.

• Experience of working in Human Resources Administration, covering a range of generalist activities.

• Previous financial services experience (ideally covering EMEA client base) preferred.

• Working knowledge of Workday (or other HR systems).

• Excellent interpersonal skills with a strong customer focus.

• Good written and verbal communication skills.

• Excellent organisational skills.

• Ability to use own initiative and work independently

• Ability to prioritise workloads and work under pressure.

• Strong team player, able to co-operate and support team colleagues.

• Able to escalate issues and know when to ask for guidance.

• Uncovers and meets the needs of both the internal and external clients.

• Effectively manages client expectations and delivers value-added service.