People Operations Coordinator

2 months ago

Cardiff, United Kingdom Welsh National Opera Full time

People Operations Coordinator

**Department**: People & Culture

**Salary**:c£22,000 - £24,000 per year dependent on experience

**Deadline for Applications**: Friday 28 April 2023

**Interview**: 1 stage interview - There is the potential for an informal chat with the Director of People & Culture after the interview.

**Initially 12 months fixed term contract**

**Job Description**:
**Job title: People Operations Coordinator**

**Responsible to: People & Culture Business Partner**

**Main purpose of job**:

- To provide a full administrative service relating to the employment lifecycle
- Coordinator the recruitment and selection process
- To manage all standard communications to and from the People & Culture team
- To ensure accurate records are held on all colleagues in line with GDPR

**Key accountabilities**
- To maintain electronic personnel files through the employee cycle including starters and leavers, maternity and paternity, adoption, shared parental and parental leave, absence, holidays, equality and diversity, Welsh Language data.
- To manage pre-employment administrative duties such as DBS checks, right to work checks and reference checks.
- To respond to reference requests which are received in the People & Culture inbox.
- To manage the various inboxes and escalating more complex queries to the People Operations

Officer and People & Culture Business Partner.
- To maintain and update the iTrent HR Information System in a timely and accurate manner.
- To digitalise hard copy files and ensure retained documentation confirms to GDPR legislation
- To provide general administration support to the People & Culture team as required
- To prepare and amend documentation as required.
- To raise purchase orders and process invoices
- To provide administrative support in People processes, including note taking at investigations or formal meetings.
- To participate in team projects.
- To provide administrative support to the wider team (Health, Safety & Wellbeing) where appropriate.
- To provide support to the recruitment process including:
**General**
- To cooperate with us in complying with relevant health and safety legislation, policies and procedure in the performance of the post.
- To behave in accordance with our values
- To maintain confidentiality and observe data protection and associated guidelines where appropriate.
- To ensure compliance with our policies and procedures at all times

The duties in this job description are not exhaustive and may be altered at any time to reflect the changing needs of the organisation.

**Person Specification**
**People Operations Coordinator**

**Skills, knowledge and experience**:

- Ability to plan and prioritise workload, working to strict deadlines.
- Demonstrable experience with using iTrent
- Strong planning, organisational, and time-management skills
- Strong administration skills
- Excellent attention to detail and accuracy
- Good knowledge and understanding of data protection and GDPR principles
- High level of confidentiality
- Confident communicator both written and in person and at all levels
- Works well as part of a team and can work on their own initiative
- Experience of research
- Excellent IT skills
- Ability and willingness to work outside of normal office hours and to attend WNO events on tour.
- Commitment to WNO's values
- Interest in the arts*
- Working knowledge of HR employment practice*
- Ability to write and speak Welsh*
- CIPD qualification*

**Points marked with an asterisk (*) are desirable rather than essential.**

**Team Structure**

Director of
People &
Culture

Receptionist

People & Health, Safety &
Systems

Culture Business Wellbeing
Administrator

Partner Manager

People Health, Safety &
Operations Wellbeing

Officer Administrator

**People**
**Operations**
**Coordinator**

**Health and Safety**
**Individual Responsibilities**

All Employees

(Level 6)

**Every employed person, including Managers.**

**Responsibilities**

All employees are responsible for:
- The observance and implementation of rules and systems which are derived from the Health and Safety
Policy and the arrangements for its implementation.

Taking reasonable care for their personal health and safety and that of fellow employees and others who may be affected either directly or indirectly by their acts or omissions at work.

Reporting promptly to the appropriate Manager potential or actual hazards and defects.

Taking part in any health and safety training considered by the Company to be necessary in order to comply with the Company Health and Safety Policy and current legislation.

Knowing the correct action to be taken in the event of an accident, fire or other emergency.

Co-operating with Management and other employees in meeting statutory requirements.

Not interfering with or misusing anything provided to protect their health, safety or welfare which is required by legislation and using any machinery, equipment, substance or safety device in accorda

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