HR & Recruitment Coordinator

About the Role

We’re looking for a HR & Recruitment Coordinator to support the delivery of outsourced HR and recruitment services to designated clients.

In this role, you will coordinate and provide outsourced HR and Recruitment support services to designated clients across the employment lifecycle, including, managing end to end recruitment campaign support, new starters and leavers administration, coordination of induction and probationary periods, contract production and variations, drafting letters to employees, absence recording and reporting, payroll preparation, producing documents from templates, such as contracts of employment, Employee Handbooks and Policies, as well as attending and notetaking at various meetings on behalf of clients.

Core areas of work and accountabilities

CLIENT DELIVERY

• To coordinate and provide outsourced HR support services to designated clients including:

  • Preparing adverts and job descriptions for client recruitment campaigns, liaising with advertising agencies, coordinating activity to agreed timelines, reviewing applications, scoring candidates, contacting candidates by telephone and applicant tracking system, arranging interviews and notifying unsuccessful candidates.

  • New starters and leavers administration.

  • Coordination of induction and probationary period correspondence and communication.

  • Generating contract variation letters from templates and as directed, drafting letters to go to senior colleagues to send on to client’s’ employees.

  • Absence recording and reporting.

  • Payroll preparation.

  • HR filing and system audits.

  • Delivering inductions for client employees virtually and in person.

  • Conducting exit interviews where appropriate.

  • Briefing agencies and managing agency relationships.

  • Carrying out pre-employment checks on behalf of clients via our online portal and reviewing documentation to ensure compliance.

  • Delivering demonstrations of our HRIS and, where required, managing implementation programmes to successfully onboard clients.

  • Updating and maintaining the client’s HR software and E-Learning Platforms.

  • Attending meetings and taking notes on behalf of client.

• To provide accurate practical support to clients and colleagues on a wide range of HR matters including:

  • Monitoring emails from our Case Management system ensuring responses are acknowledged and actioned in a timely manner.

  • Responding to everyday queries from clients and supporting Consultants on a wide range of basic employment law and best practice HR. (E.g. statutory rights, processes and procedures, holiday and maternity calculations, etc….).

  • Supporting Consultants with a range of employee relations cases including preparing letters, note taking and documentation, (e.g. disciplinary, capability, absence management and grievances).

  • Preparing policies, including drafting staff handbooks and employee contracts, which reflect or develop the client’s organisation culture and in line with latest legislation and best practice.

  • Preparing procedures and guidance documents for a range of HR subjects, as required, to support client requirements.

  • Conducting research and assisting in the production of client reports, including salary and benefits benchmarking and staff surveys, and supporting HR Consultants and Senior HR Consultants with setup, technical queries, data extraction and presentation for analysis.

  • Managing the HR software for clients, including setting up and delivering demonstrations, tailoring system configuration and implementation, and delivering training to support successful client adoption.

  • Attending scoping meetings for new clients to capture requirements and create SOPs and processes for new accounts to reflect the agreed processes.

  • To coordinate the delivery of recruitment services, including planning and organising recruitment campaigns, liaising with media suppliers, creating and managing roles within the ATS, administering vacancies, conducting telephone interviews, and coordinating assessment days.

  • Using LinkedIn and other platforms to headhunt/target candidates for retained recruitment searches.

  • To support the HR Consultants in client facing meetings (including virtual meetings) as required (e.g. note-taking at disciplinary or grievance meetings, HR audits).

  • To work with HR Consultants to research and draft HR interventions to meet our clients’ needs.

  • Using and updating the internal systems - CaseNest, SharePoint and others.

  • Adding/uploading Contracts of employment and other client-specific documentation to WorkNest internal systems and client HR Systems as scoped.

  • Managing and scheduling social media activity for recruitment campaigns and uploading vacancies on the WorkNest and client websites as required.

  • Using existing templates to draft basic letters and documentation.

ACCOUNT MANAGEMENT

• Proactively coordinate support to designated clients by maintaining regular contact, reviewing needs and updating the lead HR Consultant.

• Contribute to the efficiencies of the team through identifying and sharing process improvements, shared resources and continuous improvement input.

• Identifying and escalating any technical challenges impacting service delivery and raising concerns where client requests fall outside the agreed contractual scope.

ADMINISTRATION

• Manage the recording of advice and time to ensure efficient business delivery.

• Ensure accurate time recording and work is delivered to a high standard and within agreed time frames and budget.

• Keep an accurate record of communications with clients and in particular of any advice and support given as per specified systems.

• Any other duties as requested by management to meet the needs of the business.

Experience

ESSENTIAL:

• Practical experience of working in a generalist HR role - with a sound understanding of employment practices and basic employment legislation

• Able to work on own initiative

• Customer and employee centric approach

• Excellent attention to detail

• Methodical and highly organised

• Ability to learn quickly and driven to deliver best service to clients.

• Ability to work quickly and manage competing priorities

• Ability to quickly develop a strong working relationship with colleagues and clients

• Commercial and pragmatic problem solving

• Flexible and willing to learn

• Experience of working with an HR software package

• Excellent computing Skills, fluent in all Office Packages

DESIRABLE:

• Ability or experience of drafting contracts of employment, Employee Handbooks and policies

• Experience of using HR systems /CRMS and ATS (applicant tracking software)

• CIPD Level 3

• Ability to travel independently within the UK.