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HR Coordinator

2 months ago

Ipswich, Suffolk, United Kingdom Clarksons Full time

About Clarksons

Clarksons is a leading provider of maritime services, offering a comprehensive ecosystem of solutions that cater to the evolving needs of the global shipping industry. Our expertise spans broking, finance, port services, and research, enabling us to partner with clients across various sectors to meet the demands of the rapidly changing maritime, offshore, trade, and energy markets.

Our Mission

We are dedicated to excellence, harnessing our unique heritage and insights to drive success for our clients. Our people are the driving force behind our mission, working collaboratively to create strategies that have a positive impact on the industry and the world around us.

Job Summary

The HR team at Clarksons plays a pivotal role in supporting our people and ensuring a seamless experience for them. As an HR Coordinator, you will provide effective support across various HR-related tasks, working within a busy HR function. You will be a key point of contact for staff at all levels, delivering an efficient and professional service.

Key Responsibilities

  • Prepare job requisitions, offer approvals, and job changes for approval within the HR system (SuccessFactors) for new hires, leavers, employee contractual changes, and contingent workers.
  • Manage the end-to-end lifecycle processes, including starters, leavers, changes, for the permanent and temporary workforce.
  • Prepare contracts, new starter packs, and create new electronic employee files, ensuring all documentation is completed to a high standard and filed accordingly.
  • Prepare and issue documentation needed for the end-to-end employee lifecycle, including probation, salary letters, family-friendly, internal transfers, change in roles, leavers, and contingent worker documents.
  • Conduct pre-employment background checks, collecting copies of right-to-work documentation prior to the start date, reviewing the completed checks, and following up with any discrepancies in a timely manner.
  • Assist the HR Business Partner (HRBP) with any Employee Relations (ER) matters, including performance management, sickness management, disciplinaries, and grievances.
  • Manage the maternity/paternity/family-friendly processes and documentation from end to end, updating SuccessFactors where necessary, and close liaison with payroll.
  • Monitor all employee queries received into the team mailbox/es and ensure timely response, escalating queries where necessary.
  • Assist with monthly payroll preparation to ensure all changes are accurately processed prior to the monthly deadline.
  • Manage new starter onboarding process prior to joining and organize inductions for new starters and welcome meetings on their first day to run through documentation, housekeeping, and right-to-work checks.
  • Manage all reference requests and prepare/issue employment references, including mortgage and tenancy, employment confirmation, and leavers.
  • Update SuccessFactors with employee details where necessary and ensure that complete accuracy of the data is held within the system.
  • Assist with the production of reports where necessary.
  • Assist with any recruitment-related administration where necessary.
  • Additional/ad-hoc duties as required to meet the needs of the business.

Requirements

  • Drive and self-motivation, with the desire and commitment to succeed, deliver excellence, and make positive change.
  • Relationship building, with excellent interpersonal skills and the ability to quickly build rapport.
  • Collaboration, able to work well with others across diverse backgrounds to share information, develop skills, and deliver results.
  • Resilience with the ability to persist and adapt.
  • Smart problem-solving and analytical abilities, with a curious and inquisitive mind, and an openness to new ideas.
  • Professional integrity and a respect for company values.

Additional Requirements

  • Strong administration skills, with high focus on accuracy and attention to detail.
  • Highly organized, able to multi-task and prioritize tasks.
  • Able to work to deadlines and remain calm under pressure.
  • Strong communicator, both verbal and written.
  • Adaptable and flexible.
  • Follower of tasks through to completion.
  • Personable with a positive outlook.
  • Able to exercise discretion and uphold confidentiality.
  • Resilience to change.
  • Good MS Office skills (Outlook, Word, Excel, and PowerPoint).