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People, Capability, Culture and Operations Officer
3 months ago
This is an exciting time to join the team where the role will be apart of a small and dedicated People, Capability and Culture (PCC) team focusing on the UK, Germany and global initiatives. The role will be the first point of contact with employees and third-party providers. They will provide advice and support on a number of people and culture systems, processes, IT and travel. They will undertake a variety of HR and Operations administration duties, in keeping with employment law, charity policies and procedures, to support the UK, Germany (DE) and Global People, Capability and Culture (PCC) Team. This role with work closely with the Head of PCC & Operations to focus on:
- The coordination of recruitment working with the UK and DE hiring managers. This includes job postings, advertisements, PCC prescreening, scheduling interviews and liaising with candidates.
- Being responsible for managing the Diversity Monitoring process for all recruitment activities.
- Onboarding and welcoming of new recruits; drafting contracts, setting up profiles on BambooHR, ensuring the process is completed in a timely and welcoming way.
- Liaise with hiring manager on the new persons induction, set up meetings and have an onboarding pack ready to send and be completed. Follow up on key documentation and policies have been read and signed.
- HR operation projects and initiatives, probation, sick leave, staff development, employee administration, policies and procedures, compliance monitoring and offboarding.
- The maintenance of all HR operations electronic systems in the UK and Germany to ensure all information is updated and accurate, and staff understand how to use the system.
- Take minutes of meetings as and when required, meeting the deadline in sending out the minutes.
Key ResponsibilitiesThe Role
This role will have a core focus on interfacing and problem solving with employees and third-party providers. They will provide advice and support on a number of people and culture systems, processes, IT and travel. They will undertake a variety of People and Operations administration duties, in keeping with employment law, charity policies and procedures, to support the UK, Germany (DE) and Global People, Capability and Culture (PCC) Team. The role will be part of a global People, Capability, Culture (PCC) team working across the landscape of People, Capability, Culture systems, processes and initiatives. They will have a key focus on office management in the UK. The role will focus 60% on the UK, 20% DE and 20% global.
Engagement
- Liaise with employees on providing advice and support on a number of HR systems, processes, IT and travel.
- Primary point of contact for external calls/response to voicemails and actioning or passing on to relevant staff member.
- Respond or forward queries received in the RecruitmentUK, RecruitmentDE and OperationsUK email inbox in the agreed deadline (e.g. same day for urgent matters, within 24 hours for non-urgent, holding acknowledgement response if more time is required to deal with a query).
- Liaise with third party providers to ensure that we are clear on the understanding of their terms and conditions, build good relationships and ensure they provide a good service for WfWI-UK and DE.
People and Culture, Compliance and Governance (approximately 85% of the time)
Recruitment
- Work with the Head of PCC&O in coordinating with the UK and DE hiring managers on recruitment processes. This includes job postings, advertisements, PCC prescreening, scheduling interviews and liaising with candidates.
- Responsible for managing the Diversity Monitoring process for all recruitment activities. This process is multi-step throughout every stage of our recruitment and selection procedure and will require a significant time commitment when recruiting new roles and reporting on the data.
- Manage PinPoint (Recruitment system) to ensure the system is being used to its fullest, providing training for the recruitment panel, if needed.
- Ensure the Recruitment policy is being adhered to by all.
- Responsible for references and right to work in the UK, DE.
- Work with the Head of PCC&O on the onboarding process, drafting contracts, setting up profile on BambooHR and personnel folder on SharePoint, ensuring the process is completed in a timely and welcoming way.
- Liaise with hiring manager on the new persons induction, set up meetings and have an onboarding pack ready to send. Follow up on key documentation and policies have been read and signed.
- Manage the PCC diary, adding key information to be monitored and liaising with managers.
- Support the Head of PCC&O on all PCC operations including staff establishment, organisation structure UK and DE, probation, annual leave, sick leave; employee administration and offboarding.
- Work with the Head of PCC&O and PCC team on PCC operation projects and initiatives.
- Manage the staff development training spreadsheet, ensuring all staff have completed statutory requirements on a yearly basis.
- Work with the Head of PCC&O on organising staff and SMG awaydays, workshops and other key training.
- Contribute to the review of existing policies and procedures, support with the development of new policies and procedures, and liaise with Global PCC team to implement policies and support with the interpretation and rollout activities for staff.
- Compliance monitoring – maintaining a compliance register of relevant organisational policies and procedures; regular reporting to the Head of PCC&O on policies to be reviewed and approved by management and the Board. This includes managing and updating the risk register, liaising with management.
- Work with the Head of PCC&O on preparing payroll and ensuring all information is accurate before sending to Finance. Add new starters to Moorepay and all key personnel information to be updated.
- Maintain all PCC operations electronic systems for UK and DE, to ensure all information is updated and accurate, and staff understand how to use the system.
- Liaise with the PCC Systems administrator to ensure UK and DE are up to date with new system features and conduct audits.
- Assist the Head of PCC&O with office management, this includes building and office maintenance issues, Health & Safety Compliance matters and other relevant areas requiring support as required.
- Take minutes of meetings as and when required, meeting the deadline in sending out the minutes.
- Point of contact for staff office resources, supplies and equipment requirements (including maintaining relevant inventories e.g. assets register, trading company stock, etc.).
- Maintain an overview of the office hot-desking schedule to ensure all desks are used to their maximum capacity and that staff members have a desk as needed when in the office.
- Ensure the booking of rooms is kept within the allocated credit limit, updating the room booking report and liaising with staff.
- Manage electronic shared resources on the server and maintain Staff Handbook and other documents as required.
- Coordinate visits to external storage and manage storage records.
- Arrange logistics for staff events e.g. exceptional all staff meetings, annual events including booking rooms, setting up conference call facilities, and arranging projector and video calling.
- Help staff troubleshoot ICT issues or signpost relevant support.
- Primary contact with ICT Support regarding hardware purchases and resolving hardware/software problems.
- Primary contact with mobile phone company provider of organisation's phone contracts.
- Managed the ICT assets register and liaising with ICT Support.
- Central point of contact for all UK staff travel – arranging transportation, insurance and accommodation.
- Supporting UK staff with visa requirements in collaboration with Country Office.
- Managing visits to the UK office from other global staff members.
- Be a part of the Global PCC Team, attending weekly meetings and working on global initiatives in line with our PCC operations plan.
- Work with the PCC Team in providing HR operations administration support.
- Be responsible for personal learning and development and participate in supervision, training, and meetings as required.
- Flexibility to support the wider organisation as required.
- Undertake any other duties appropriate to the post as may be required.
- CIPD level 3 or a bachelor's degree in HR or extensive experience in a similar role and environment with in-depth understanding of employment law, HR operations, systems and processes.
- Technical skills: proficiency in using HRIS software to manage employee data, track attendance, process payroll, and generate reports.
- Knowledge of working with HR systems and HR operations administration.
- Knowledge of working in an office environment and of administration work, including electronic filing and maintaining records etc.
- Exceptional organisational skills. The ability to prioritise with impressive attention to detail and maintain accuracy under pressure.
- Ability to find solutions to problems and focus on the positive.
- Excellent communication skills, including written and verbal.
- Ability to take minutes.
- Solid computer skills, including experience working with Excel, PowerPoint, Word and Outlook.
- Ability to collate and assess data and draft short reports.
- Excellent at building and nurturing relationships, showing understanding and empathy with colleagues across different cultures.
- Demonstrable experience of collaboration and cross-team working. Ability to represent the organisation in a professional manner.
- Flexible, ability to adapt to a varying workload. Respect for confidentiality.
- Speak German (both verbal and written).
- Experience of office management and liaising with third party providers.
- Previous experience working in a charity.
- May require bending, lifting, standing, sitting, computer work, etc.
Women for Women International invests where inequality is greatest by helping women who are forgotten — the women survivors of war and conflict. In Afghanistan, Bosnia and Herzegovina, the Democratic Republic of the Congo, Iraq, Kosovo, Nigeria, Rwanda, and South Sudan, women learn skills to rebuild their families and communities through the Women for Women International's Stronger Women, Stronger Nations Programme. They form support networks, are equipped with the skills to earn an income and save and gain knowledge and resources about health and their rights. Since 1993, our global community has invested in the power of over 550,000 women across 17 conflict-affected countries, to create a ripple effect that makes the world more equal, peaceful, and prosperous.
Diversity at Women for Women International is about inclusion, embracing differences, creating possibilities and growing together for better performance. We embrace diversity in our workforce. This means giving full and fair consideration to all applicants and continuing development of all employees regardless of age, disability, gender reassignment, race, religion or belief, sex, sexual orientation, marriage and civil partnership, political opinions, and pregnancy and maternity. Applications are welcomed and encouraged from all interested parties. All our staff are required to adhere to WfWI's Code of Conduct and Safeguarding policies and to our organizational values: Empowerment, Integrity, Respect, Resilience and the Leadership Principles: Decisive, Accountable, Courageous, Adaptable and Inclusive.
