Senior Global HR Data Admin Specialist

Senior Global HR Data Admin Specialist

Location: London

What is VEED.IO?

At VEED, our mission is to make video creation accessible to anyone.

No hard-to-use equipment, painful learning curve, or keeping track of multiple subscriptions to take your ideas from record → share. With VEED, you can do this with a single tool.

In just a few years, we’ve gone from one user to millions. From no revenue to $35M+ ARR. From bootstrapped to backed by Sequoia, one of the biggest VC firms in the world. From a team of two to a team of 180+. And we’re seeking more talented, motivated and entrepreneurial individuals to join our growing team.

Where And How We Work

At VEED we are hybrid, enabling teams and individuals to design their day and integrate work and life. We require 1 day a week in office for London and Amsterdam-based employees and you have flexibility to decide which day.

About the team 

The VEED People Team is dedicated to fostering a positive employee experience for our global team members. Our mission is to design and implement efficient and effective processes, tools,  policies, and programs that create an environment where our people, and in turn VEED, can thrive!

We’re a small passionate group, supporting a diverse workforce across 30+ countries. We are focused on continuously building and evolving our People processes to support VEED’s ongoing growth. We seek to optimize and simplify everything we do, to allow our teams to focus on building VEED rather than worrying about red-tape!

About the role

As a Senior Global HR Data Admin Specialist, you will be responsible for the maintenance and integrity of all HR data, and associated processes, maintaining high standards of accuracy, compliance, operational efficiencies and positive partner experiences. You will have primary responsibility for the administration and oversight of HR data administration globally - from daily administration to ongoing optimization -, working in partnership with peers in Biz Ops, Finance and People to co-develop and optimize processes and policies. 

What you will be doing:

New Hire Administration:

• Ownership of new hire pre/onboarding processes including but not limited to:
• Co-ordinating visa sponsorship processes, where applicable, including liaising with internal and stakeholders and external business partners (ex: legal partners, payroll and HR vendors, etc)
• Creation and management of contracts including ensuring timely completion of application onboarding requirements, issuance of postponement or rescind letters when applicable.
• Legal documentation collection (Right to Work, DBS applications etc) validation and ensuring proper documentation storage in applicable systems (hiBob, Deel, etc)
• Set up of employee records in HRIS and payroll systems (ex Deel)
• Communication of start dates and probation periods to managers
• Welcome emails to new hires and coordination of Day 1 onboarding meetings (scheduling, notifications to facilitators and managers of new hire start dates, etc)

Ongoing HR Data Administration: 

• E2E ownership of HR data integrity and data administration including but not limited to all employee lifecycle management data and documentation administration (ex: contract changes, promotions, terminations, org changes and other lifecycle data and contract updates)
• Primary poc for People team inquiries (email and slack channels) triaging to appropriate contacts w/in People team if/when unable to resolve directly. 
• Drafting references and proof of employment letters 
• Conducting probation check in’s with People Leaders & flagging any concerns to Snr HR Mgr - this will move to Perf Analyst
• Compiling annual performance review letters - this will move to the Perf Analyst
• Leave administration including management of leave requests/approvals and return to work, initiation w relevant vendors/agencies (co. doctor, social security, Deel, etc) and PTO approval management/reporting.
• Ongoing upkeep of Miro co.org chart on a monthly basis

HR Operations & Process Optimization

• Act as primary administrator for HR tools and platforms
• Define nomenclature and data element standards, standard response times, document workflows and process documentation for all HR data admin process
• Responsible for operational process optimization including integration and automation across HRIS, ATS, and other relevant HR vendor systems, tools and processes 
• Develop and manage ongoing audits to ensure the accuracy, completeness and consistency of HR data across systems 
• Ensure communication/training and general awareness of all HR processes and requirements with all relevant parties (people team, finance, managers, etc)
• Management and organization of People Team comms on Notion to ensure ongoing consistency,  accuracy, relevance and completeness.
• Establish and manage an approval process for freelance, consultant and vendor contracts in conjunction with relevant business partners.

Compliance and Regulatory Adherence:

• Monitor regulatory changes, manage applicable processes and ensure ongoing compliance with all relevant all statutory requirements for our workforce globally (ex: sickness administration, statutory benefit administration, health and safety requirements, etc)
• Design and oversight of relevant People related internal controls and processes, including management of Vanta, SOC, ISO and other audit and compliance requirements.
• Participate in internal and external audits and investigations related to HR compliance.
• Ensure necessary record-keeping and documentation of all HR Ops and Admin compliance and regulatory activities 
• Act as liaison between legal other external and internal partners on relevant labor and People related compliance issues (ex: GDPR, Grievance or Whistleblower requirements, etc) 
• Proactively identify and mitigate potential compliance risks, provide recommendations to leadership on process and/or policy changes or relvant business decisions

About you

In short, we’re looking for an experienced HR Specialist to take ownership of our HR data and administration processes. 

• You have hands on experience working with HRIS Systems, ensuring data integrity and the smooth running of the HR administration function
• You have excellent communication skills and love problem solving
• You are self directed, can prioritise, manage your time and enjoy process optimization
• You are organised, have an eye for detail and don’t let things slip
• You have a bias towards action: you enjoy taking ownership, have a sense of urgency and agree that doing something is better than doing nothing
• You are interested in continual development and learning.There will be opportunities to expand your knowledge of People Ops and HR more broadly

What we offer

• Monthly subsidy programme: Different people have different needs and therefore value different benefits. Providing this as a subsidy allows you to have the greatest flexibility to apply to what you value most - whether that be to offset the cost of a co-working space, office furniture, childcare, gym membership, etc.
• Unlimited paid holidays: We value that you get more time with your family and friends.
• Home office set-up: We have an IT Equipment program to make sure your home office is adequately setup with IT equipment including laptops, monitors, headsets/earbuds, keyboards and more!
• Mental health benefit: We’ve partnered with Spill to provide all our employees with confidential mental health support.