People Assistant/coordinator

Come join the true partner of global healthcare companies, Amplity Health. We continually challenge the boundaries of medical and commercial strategies to accelerate the approval and launch of new drugs to improve the lives of patients.

Purpose of Role

As a key and valuable member of the Amplity Health team, this role is designed to support the People Team globally and be focused on continuous improvement and building out appropriate repositories of information to ensure scalability. You will be responsible for managing all administrative activities related to onboarding and offboarding colleagues and will be the first point of contact for all initial HR queries during employment.

You will enjoy working within a challenging, fast-paced environment and will adapt your skills in any given moment to ensure excellent and smooth delivery of tasks assigned. You will have an eye for identifying quick HR wins that can be easily implemented and improve the Amplity colleague experience from the start of their career with us. You will naturally deliver accurate work to a high standard and will be transparent and clear in all your interactions with both internal and external stakeholders.

People
- Work with internal departments and the wider HR Team to support the creation of a seamless, best in class onboarding HR experience for all new staff
- Respond to general HR enquiries, signposting people and maintaining the People Team inbox
- Take notes during all appropriate meetings such as disciplinaries, employee relations investigations etc., maintaining strict confidentiality at all times
- Address any contract related queries
- Ensure all client-funded staff are processed and on boarded in line with country procedures
- Ensure all International employee information as appropriate is entered accurately onto current HRIS and maintain records
- Administer the exit paperwork and system processes for all staff departing the business in line with local procedures, ensuring electronic exit interviews are completed
- Administer the absence tracking systems, monitoring absence records, ensuring data is current and managing rollovers as required
- First day ID check and HR onboarding
- Ensure paperwork related to sickness absence is obtained
- Create FAQs and training guides to ensure colleagues can receive answers to commonly asked frequently asked questions in a timely manner and to reduce reliance on the team
- Communicate initiatives to the wider business as and when required, ensuring engagement and participation (e.g. wellbeing)
- Support the onboarding of all new colleagues, facilitating an outstanding colleague experience and ensuring that managers and new starters have access to all the resources they need in the context of HR
- People Team Wellbeing lead, creating an annual calendar of events, communication and delivery plans

Process
- Maintain International HR resources on the Amplity intranet, ensuring that all up to date information is found there and that people know where and how to access this
- Management and co-ordination of the People Team inbox, ensuring appropriate communications are sent out and messages are responded to in a timely manner
- Maintain HR systems as appropriate, processing, hires, leavers and changes where necessary (e.g. Workday and TeamSeer)
- Prepare all contracts of employment, packs and other formal letters and correspondence, ensuring method of tracking is in place
- Prepare all leaver confirmation paperwork
- Prepare all paperwork pertaining to changes of terms, performance awards, etc.
- Raise all employment-related references for leavers and existing employees
- Develop and maintain a central database that accurately summarizes onboarding requirement for each country we operate in
- Administer background screening for new employees, escalating where appropriate to the relevant Talent Advisor and working with them to address any issues
- Obtain all signatures from relevant leaders in order to execute hard copy contracts, ensuring they are shipped to correct locations
- Ensure all relevant databases and systems are kept up to date with current and accurate information and are secure in line with GDPR best practice, where applicable
- Maintain the central Medical employee files (online and manual), adhering to GDPR best practice, following naming conventions and identifying gaps in records
- Ensure knowledge and compliance with GDPR, Bribery Act etc across all HR activity
- Assist with any forecasting requirements that finance/HR may have
- Obtaining all relevant signatures to execute hard copy contracts, working with People Team to ensure they are shipped to correct locations
- Collaborate with Talent Advisors to prepare letters and contractual paperwork for client funded colleagues
- Assist with the development of business processes and guides for Workday, assessing how things can be improved over time
- Initiate background screening for new starters
- Develop and maintain an onb